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 check 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 Field Name Title Length File Position Student Page No. 5.1 Provider Code 4 1-4 D 39 5.2 Student Identification Code 10 5-14 D 40 5.3 Course Code 20 15-34 D 70 5.4 Student Course Completion indicator 1 35 D 111 5.5 Course Date 8 36-43 D 71 5.6 National Student Number 10 44-53 D 59 5.7 Course End Date 8 54-61 D 73 5.8 PBRF Course Completion Year 4 62-65 D 114 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: 310 Record not in correct format 540 Completion record is not unique in completion file Warnings: 589 Historical SDR processing cannot have data for Comp or Qual History: 2007 Validation 540 introduced 2008 Validation warning 589 introduced
Field Specifications Classification Code Meaning 00 No formal secondary school qualification 11 14 or more credits at any level 12 NCEA Level 1 or School Certificate 13 NCEA 2 or 6th Form Certificate 14 University Entrance 15 NCEA Level 3 or Bursary or Scholarship 09 Overseas qualification (includes International Baccalaureate & Cambridge Exams) 98 Other 99 Not known Validation Logic Applies To: Type D students Error 133: SEC_QUAL code is not on classification list 136: FIRST_YR is current year and PRIOR_A is 01 and value is 99 546: SEC_QUAL is not for return year Warning 134: SEC_QUAL = 99 Data Collection Source: Student application/enrolment form. Frequency: Once, at first enrolment at your organisation. Notes There are a number of ways that a student can attain NCEA Level 2 or 3. For detailed information on allowable credits: Field History The has existed since data collection was introduced 1999 – Validation amended 2000 – Year of highest secondary qualification dropped and classification amended 2000 – A & B Bursary categories amalgamated - code 06 removed for first year students in 2000 2001 – Validation logic introduced 2003 – Code 01 amended to include NCEA level 1 2004 – Validation messages 133, 134 and 136 amended 2004 – Reason for Field description amended 2004 – Classification codes 02 and 07 amended to reflect NCEA levels 2 and 3 2004 – Classification code 08 amended to remove ‘university’ 2005 – Classification codes 00 through to 08 amended to reflect NCEA levels 1 to 4 2005 – Classification codes 09 amended to reflect additional overseas qualifications taught within New Zealand 2007 – New codes introduced 2007 – Validation 133 amended 2007 – Validation 546 introduced
Specifications Classification An eight -digit value using zeros to stuff single digit day and month values: DDMMYYYY — i.e. day/month/year 01022000 = 1 February 2000 Validation Logic Applies To: Type B, C and D students Error 144: The course start date is prior to date of approval for funding in Qualification 364: CRS_SRT is invalid or 621 FUNDING = 25 or 26 and course start date is not greater than 31/12/12 630 FUNDING = 27, 28 or 29 and course start date is not greater than 31/12/13 640 FUNDING = 30 and Course start date is not greater than 31/05/2015 641 FUNDING = 30 is not valid for SDR prior to August 2015 655 FUNDING = 32 and course start date is not greater than 31/12/16 657 FUNDING = 33 and course date is not greater than 31/12/16 Warning 109: The year value is not equal to the return year or the previous year Data Collection Source: This data item should be supplied by your student management system at the time that the Ministry’s/TEC’s data files are created. The system should maintain start and finish dates for all student course enrolments. Field History 2000 – The Field was introduced 2004 – Field introduced in Course Completion File 2004 – Validation 364 introduced 2013 – New validation introduced: 621 2013 Apr – Validation 621 fixed for all student types 2014 – New validation introduced: 630 2015 April – Updated validation 364 description 2017 April – New validations introduced: 655, 657 Field Name CRS_END Field Number 2.6, 5.7 Title Course End Date Description This field will contain the end date of the student's course. This will normally be the officially notified end date of instruction and/or examination associated with a course. If a course spans the end of the normal academic year, the last date will be for the following year. Reason for Field The field is used with the CRS_START field to ascertain the length of student course enrolments, and also to monitor student exit patterns throughout the year.
This field is used by the TEC to produce performance information for investing, funding, and monitoring purposes. Field Specifications Classification An eight-digit value using zeros to stuff single digit day and month values: DDMMYYYY — i.e. 01122000 = 1 December 2000 Validation Logic Applies To: Type B, C and D students Error 138: Course end date is before the course start date 395: Course end date cannot be blank for both enrolment and completion returns 541: Completion record end date does not match enrolment record end date 637: CRS_END is invalid 638: CRS_END is blank Warning 110: The year value is not equal to the return year or the next year Data Collection Source: This data item should be supplied by your student management system at the time that the Ministry’s/TEC’s data files are created. The system should maintain start and finish dates for all student course enrolments. Field History 2000 – The Field was introduced 2000 – Validation 110 amended from error to warning 2004 – Validation 138 amended 2005 – Field introduced to Course Completion File 2005 – Validation 395 introduced 2006 – Validation 138 amended 2007 – Validation 541 introduced 2015 April – Validations 637, 638 introduced 2015 April – Applied validation 110 to COMP as well as COUR file Field Name CRS_WTD Number 2.7 Field Title Confirmed student enrolment Withdrawal Date Description This field will contain the date of withdrawal of a confirmed student enrolment from a course, programme or training scheme otherwise should be left blank. Reason for Field This assists in the analysis of attrition of confirmed student enrolments, by providing an important distinction between those students who stay until the end of the course and are not successful, with those that withdraw before the end of the course