The following are some key messages relating to the SDR manual and processes. Keep your contact details updated The STEO website (secure site) features contact details for every TEO. Keep these up-to-date to ensure that important information reaches the appropriate person at your TEO. STEO’s Message of the Day Remember to keep an eye on the Message of the Day that is featured on the home page of the STEO website - you will be informed of the latest news and updates relating to the activities on the STEO website. Passwords for the STEO and NSI websites is a maximum of three attempts when logging on to the STEO or NSI websites (or any of the NZQA or TEC applications) utilising the Shared Authentication tool. After 3 unsuccessful attempts to logon you will need to contact the MoE Service Desk who will unlock your account and issue a temporary password. Generic course start and end dates Ensure that you only use generic course start and end dates when submitting data to the Ministry where it is impractical to identify the relevant start and end dates for each unit or course. The December SDR is definitive for Enrolment, Student, Course and Course Completion While the April and August SDRs are both cumulative for Enrolment, Student, Course and Course Completion, the December SDR must include all data related to valid enrolments for the reporting period Jan to Dec. Qualification Completion is definitive on submission of File Each Qualification completion record is required to be reported only once, but can be reported multiple times. Course Register File The Course Register file should be processed as as possible so that course differences can be resolved by the TEC without incurring any delays. Once the courses in the file have been approved, you should continue to use this file as the basis for your courses when submitting SDRs.
4.9 (padded blanks) 4 47-50 D Notes: Type D students where Qualification Award Category is between 01 and 60 (inclusive) are to be included in the Qualification Completion file. Type B student completions to be included in figures produced by the TEC are to be included in the Qualification Completion file. Validation Errors: 310 Record not in correct format 571 Course Completion or Qualification Completion record does not have a corresponding Student Record. (Either in the uploaded Student File or previously reported in a submitted return) Warnings: 536 No matching enrolment record exists for year of return 537 No matching enrolment record exists 538 Enrolment Record exists with End Date Greater than Year of Qualification Record 589 Historical SDR processing cannot have data for Comp or Qual History: 2007 Validation 536, 537, 538 introduced 2008 Validation 571 introduced 2008 Validation warning 589 introduced 2013 Validation 571 updated to include on course completion (COMP) NOTE: It is expected that each Qualification Completion Record be supplied to the Ministry only once. This file is NOT cumulative for the year. Qualification Completion records can be supplied for any year in a return (i.e. historical records can be supplied in a current year return) – [COMP] Field No Name Title Field Length File Position Student Types Page No. 5.1 Provider Code 4 1-4 D 37 5.2 Student Identification Code 10 5-14 D 38 5.3 Course Code 20 15-34 D 67 5.4 Student Course Completion indicator 1 35 D 106 5.5 Course Start Date 8 36-43 D 68 5.6 National Student Number 10 44-53 D 57 5.7 Course End Date 8 54-61 D 69 5.8 PBRF Course Completion Year 4 62-65 D 109 Notes: All current enrolments for Type D students (not including Training Opportunities, Skills Enhancement, ITO Off Job Training or ITO Off Job Training FOREIGN Students’ enrolments) are to be included in the course completion file, irrespective of whether a completion date has been reached. Where a type D student meets the requirements to be reported in the Course Completion file, and is also enrolled in courses in non-formal programmes, these courses are not to be returned in the completion file. Validation Errors:
Field Specifications Classification The value is generated by each TEO. Validation Logic Applies To: Type B, C and D students Errors 001: Student ID in course enrolment file is not in student file 002: Student ID is not unique in student file 005: Student ID is 577: Student ID is in student file but missing in course enrolment file and qualification completion file Data Collection Source: This data item should be created by your student management system at the time that a student is enrolled, and should stay with the student during any subsequent enrolments; i.e. each student should have one, and only one, ID in your system. Field History The field has existed since data collection was introduced 2000 – Validation test introduced 2003 – Validation 003 amended from warning to error 2004 – Validation messages 001, 002, 003, 005 amended 2008 – Validation 577 introduced (amendment of 003) 2008 – Validation 003 removed Field Name GENDER Field Number 1.3 Field Title Gender Description A code to identify the gender of a student. Reason for Field As a key standard demographic field this field is used for policy and statistical purposes to analyse various aspects of tertiary education by gender. E.g. participation of students in various fields of study by gender. This is used by the TEC to produce performance information for investing, funding, and monitoring purposes.
Applies To: Type B and C students Warning 361: Proxy Date of birth has been used for a Type B or C student Field History 2003 – The field was introduced 2003 – Validations 153, 154, 156, 157, 158, 159 introduced 2003 – Validations 251 to 257 introduced 2004 – Validations 154, 159, 254 & 256 tightened to apply to B, C & D students 2004 – Validations 158, 253, 255 & 257 removed 2004 – Validation messages 151, 152, 153, 154, 156, 159, 254, 256 and 157 amended 2004 – New validations 360, 361, 382 & 383 2004 – Classification: further clarification on the reporting and validation in the SDR 2005 – Code format altered to match changes in Course Completion File layout 2005 – Validation 383 removed from NSN page 2007 – Following field amended in Qualification Completion File 2008 – Validation 159 changed to a Warning 2008 – New field number and file position in Qualification Completion File 2015 – Error description updated for validation 156 Field Name FOREIGN_FEE Field Number 1.20 or 3.15 Field Title Tuition fee paid by international fee-paying student ($ New Zealand excluding GST) Description For the purposes of the Export Education Levy and the Code of Practice for the Pastoral Care of International Students; ‘international student’ is defined as any student that is not a ‘domestic student’. For a definition of ‘domestic student’ see the TEC’s funding information -Component/Learners/Domestic-student-status/ The tuition fee charged to an international student should always exceed the tuition fee charged to a domestic student. The foreign tuition fee in addition to all the normal domestic tuition costs must also include the costs of sale such as agents’ fees and marketing costs as well as recovering the cost of the Export Education Levy. Additional compulsory course costs are not included in the tuition fee. This must be recorded in $ New Zealand (excluding GST). Reason for Field This field is used to calculate the Export Education Levy. The Tuition fee must be reported on either the Student File or the Course Register File, but not on both. Field Specifications Classification A numeric value representing whole dollars in form: NNNNN Validation Logic Applies to: All ‘on-shore’ international fee paying students with student type B, C or D determined by (ATTEND = 1 or 2) and (FUNDING = 02 or (FUNDING = 01 and ASSIST = 06))
Field Name CREDIT Number 3.8 Title Credit Description The field specifies the number of credits on the NZ Qualifications Framework contained in a course or paper contributing to a qualification registered on the NZQF. Reason for Field The is used to determine the amount of learning required by a course or qualification. Field Specifications Classification The number of credits allocated to a course or paper. nnn Example: “6” bbb (left blank) i.e. not applicable Note: Where decimals are included these will be removed i.e. truncated Example 1: “8.3” will become “8” Example 2: “8.6” will become “8” Validation Logic Error 044: CREDIT value cannot be blank, less than 0 or greater than 240 Warning 055: CREDIT is greater than 120 573: CREDIT value must be an integer Data Collection Source: The credit will be an attribute of the offered course to the student's course enrolment event is related. Field History 2000 – introduced 2004 – Validation messages 044 and 055 amended 2004 – Field Name & Title amended 2004 – Field updated to reflect NZ Register of Quality Assured Qualifications 2008 – Validation 573 introduced 2014 – Validation 044, 055, 573 updated Name STAGE Field Number 3.11 Field Title Stage of Pre-Service Teacher Education Qualification Description The field is used only for pre-service teacher education qualifications. It contains a value to indicate the stage of the qualification to which the course contributes. For a course of one year or less the value is 01. Reason for Field The field is used to monitor teacher supply.