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 There 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 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 Course Register File The Course Register file should be processed as early 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.
– [STUD] Field Field Name Field Title Field Length File Position Student Types Page No. 1.1 Provider Code 4 1-4 B,C,D 40 1.2 Student Identification Code 10 5-14 B,C,D 41 1.3 Gender 1 15 B,C,D 42 1.4 DOB Date of Birth 8 16-23 B,C,D 43 1.5 (removed) (padded blanks) 6 24-29 1.6 Name ID Code 5 30-34 B,C,D 44 1.7 Main Activity at 1 October in Year Prior to Formal Enrolment 2 35-36 D 45 1.8 First Year of Tertiary Education 4 37-40 D 47 1.9 Disability Services Accessed Indicator 1 41 D 49 1.10 Last Secondary School Attended 4 42-45 D 50 1.11 Last Year at Secondary School 4 46-49 D 51 1.12 Highest Secondary School Qualification 2 50-51 D 52 1.13 Country of Citizenship 3 52-54 B,C,D 54 1.14 (removed) (padded blanks) 2 55-56 1.15 Disability Indicator 1 57 D 56 1.16 Expectation to Complete a Qualification this year 1 58 D 57 1.17 Iwi Affiliation 12 59-70 C,D 58 1.18 IRD Number 9 71-79 D 59 1.19 National Student Number 10 80-89 B,C,D 60 1.20 * Tuition fee paid by international student 5 90-94 B,C,D 62 1.21 Maxima Exempt Fees 5 95-99 B,D 63 1.22 Ethnicity 9 100-108 C,D 64 1.23 Permanent Post Code 4 109-112 D 66 1.24 Term Post Code 4 113-116 D 67 Notes: Every student in the Course Enrolment file should appear only once in the Student file. * The Foreign Fee can be returned on either the Student File or the Course Register File, but not on both. paying
DDMMYYYY – i.e. day/month/year 01121961 = 1 December 1961 Note: The Date of must match the equivalent Date of Birth on the NSN reported. Validation Applies To: Type B, C and D students Errors 102: DOB is invalid or blank 408: Age is less than 10 or greater than 100 Warning 409: Age is less than 15 or greater than 70 Data Collection Source: Student application/enrolment form. Note: Type C and D students are required to provide a date of birth at enrolment, and type D students must have a verified date of birth. Where the date of birth for a Type B student has not been identified, the official Ministry proxy of 11/11/1918 may be used. Refer to the at the beginning of the manual for further information. Frequency: Once, at first enrolment at your organisation. Field History The field has existed since data collection was introduced 1998 – Age band codes for older students ceased to be valid 1999 – Validation logic tightened 2000 – Four digit year introduced 2004 – Reporting requirements amended to include Type B students 2004 – Validation logic amended to include Type B & C students 2004 – Validation 131 removed 2004 – Classification and Data Collection fields; further clarification provided 2006 – Validations 104 and 127 redundant and replaced with 408 and 409 2008 – Field removed from Qualification Completion file 2015 April – Updated validation 102 description Name NAMEID Number 1.6 Field Title Name ID Code Description This field consists of the first four characters of a student’s surname plus initial of first legal name. Reason for Field This field is used in the Results of Study exchange of data with Study Link which assists Study Link in determining eligibility of Students to Student Allowances. This field is also used to develop longitudinally linked datasets containing historical data where no nsn is available, such as the integrated student loan dataset used for Student Loan Scheme valuation and research purposes. Specifications
Field Specifications Classification An value using zeros to stuff single digit day and month values: DDMMYYYY — i.e. day/month/year 01122000 = 1 December 2000 Validation 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: 638 CRS_END is 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 Field Number 2.7 Field Title Student's Course Withdrawal Date Description This field will contain the official date of withdrawal of a student from a course, otherwise left blank. Note: this field only applies to students who have withdrawn from a course after the cut-off date for a refund, and who have not completed the course requirements (see error 366 in the COMPLETE field for further information). Reason for Field This field assists in the analysis of attrition of students, 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.