• Note: If you are an unfunded provider that caters to both International and Domestic Students, the UIP report should include Domestic Students.

The UIP report includes all student enrolment and delivery data for Domestic Full Fee-Paying and International Fee-Paying students, and must be submitted twice per year to the UIP portal: https://uip.education.govt.nz.

Purpose of UIP Report

The TEC uses the UIP Report from you to:

• Monitor the performance and quality of education provided to International and Domestic students
• Ensure compliance with the Education (Pastoral Care of Tertiary and International Learners) Code of Practice 2021
• Collect data for policy development, immigration monitoring, and sector planning

UIP Reporting Periods

Period 1: For enrolments from January 1 to June 30

• Due: End of July

Period 2: For enrolments from 1 July to 31 December

• Due: End of January (following year)

NOTE: Failing to submit accurate and timely UIP data may result in compliance issues, or impact your registration status as a Private Training Establishment (PTE).

In this Section:

• Prepare SELMA for UIP Reporting
  • Set a Programme’s Return Type
  • Set Key Student Details
  • Enrolment Requirements
  • Delivery Site Requirement
  • Organisation Requirement
• Extracting the UIP Report
• Submit Report to the UIP Portal
• Resolve Errors
• Important Considerations

Prepare SELMA for UIP Reporting

There are some key data you should set-up before you can generate a UIP Report.

Set a Programme’s Return Type

Figure 1. Navigate to Programme

Navigate to the “NZ Compliance tab” of the relevant Programme, and set the “Return Type” to “UIP”. Note: You can set the return type at the Intake level, too.

Set Key Student Details

Figure 2i. Student Tab Details

Set a valid NSN, Date of Birth, and Gender. Set “Citizenship” to the appropriate country (not “New Zealand”).

Figure 2ii. NZ Compliance Tab Details

Set the “Residency Status” as “Overseas” (purple), and select the relevant “Ethnicity” (red); (if the student is Māori, you must specify the “Iwi”(orange)).

Figure 2iii. International Tab Details

Make sure to check the “International Details” as “Yes”, if it applies to the Student, and provide a valid “Visa Type” (orange).

Enrolment Requirements

To be included in UIP Reporting, the following must apply:

• Enrolment Statuses must be Active, Withdrawn or Complete
• An Enrolment must contain at least one Enrolment Component
• Funding Source must be set to International Fee-Paying or Domestic Full Fee-(Paying)

Delivery Site Requirement

Figure 3. Navigate from Settings > Campus Index

Set a valid “Course Delivery Site”, for all relevant Campuses, as issued to you by the TEC.

Organisation Requirement

Figure 6iii. Set a Valid Organisation

A conglomerate provider should record their internal organisations in SELMA. To do so, navigate from Students > Organisations, then select an Organisation profile and edit it’s details: type in the number “1” in the “Internal field” (blue).

Extracting the UIP Report

Generate a UIP Report from SELMA, and upload it to the New Zealand Ministry of Education’s UIP Portal.

Figure 4. Navigate to UIP Report

Click the “+” icon to create a new UIP Report (orange).

Figure 5. Filter and Validate UIP Report

Figure 6i. Resolve Errors and Warnings

Expand error and warning messages, and click the corresponding hyperlinks to be taken to the affected page for resolution. While while warnings are optional, all errors must be resolved before the “Generate Report” button is enabled; revalidate the report to check.

Figure 6ii. Error – Learning Hours Per Week

Learning hours per week varies per Enrolment, and is calculated from Enrolment duration.

Figure 7. Download the UIP File

Submit Report to the UIP Portal

Login to the UIP Portal site, using your provider credentials: https://uip.education.govt.nz , then read the following steps:

1. Select Submit Data
2. Upload the UIP .txt file
3. Review any error messages shown in the portal

Resolve Errors

If your submitted UIP report returns errors in the UIP Portal, perform the following steps:

1. Go back to SELMA
2. Use the UIP Validation Report to resolve Errors
3. Re-validate to check for remaining Errors and/or Warnings
4. Generate a new UIP Report
5. Re-submit the UIP Report via the UIP portal

Important Considerations

• Always retain a local copy of the uploaded file for audit purposes
• Run the export as close as possible to the submission deadline to ensure data is current
• Contact SELMA support if you require mapping customisations or encounter persistent formatting issues
• Do not submit a UIP report if you already submit SDR reports.
  • If any Students are funded by the TEC, you must submit an SDR report of all Students – including unfunded International Students. Similarly, you must submit a UIP report if you have solely unfunded Students, including International and Domestic Students.
• Please read important information in the UIP Portal Guidelines as outlined by the TEC.

In this Section:

• Request RoA File
• Request Bulk RoA File
• Upload RoA Request File to NZQA
• Import RoA File to SELMA
• Review RoA
• Add a Manual RoA Entry
• Cross-Crediting of Achieved Unit Standards

Request RoA File

To obtain the RoA of an individual Student, you need to create a request file and upload it to NZQA.

Figure 1i: Navigate to Student Profile

On the NZ Compliance tab, navigate to the “Achieved Unit Standards” section and click the “Record of Achievement” button.

Figure 1ii: Generate ROL Request File

Click “Continue” to generate the Request File.

Figure 1iii: Download ROL Request File

Once you have generated your ROL Request file, you will be taken to the RoA processing table where you can download it to your device.

Request Bulk RoA File

To obtain the RoA of multiple Students, you need to create a bulk request file and upload it to NZQA.

Figure 2i. Navigate to NZQA Reports

Navigate from Reports > NZQA Reports, and find the green “Request ROL File” button.

Figure 2ii. Select Enrolments

Use the search filters to search for specific Enrolments (orange), or leave the filters empty and click the “Search” button to list all Enrolments (red).

Figure 2iii. Generate ROL Request File

Figure 2iv. Download ROL Request File

Once you have generated your bulk ROL Request file, you will be taken to the RoA processing table where you can download it to your device.

Upload RoA Request File to NZQA

Once you have the ROL Request file downloaded, head to NZQA to upload it.

Figure 3i. Navigate to the NZQA Site

Click “ROA Turnaround” on the homepage.

Figure 3ii. Submit ROL Request File

Select the ROL Request file you have downloaded, and upload it to NZQA.

Figure 3iii. Confirmation Message

After submission, you should see a confirmation message indicating that the ROL Request file was submitted. Refresh this page.

Figure 3iv. Download Response File

Wait up to several minutes after the page refresh for a Response file to be generated; (the wait time depends on the number of unique RoA records you request). Then, scroll to the bottom of the page to download the file.

Import RoA File to SELMA

Once you have the RoA file downloaded, head to SELMA to upload it.

Figure 4i. Navigate to NZQA Reports

Click the blue “Import” button to upload the NZQA RoA file from your device.

Figure 4ii. Upload RoA File

Select the file name starting with “ROLT” and click “Import“.

Figure 4iii. Wait for Processing

Allow up to 20 minutes for the file to upload. You may navigate away from this screen as the processing occurs in the background.

Figure 4iv. Successful RoA Import

Once the file has completed processing, the status will show as “Completed”:

Review RoA

Once the RoA has been imported, the list of achieved Unit Standards will be visible on the Student profile, under the NZ Compliance tab.

Figure 5. Navigate to Student Profile

For more information about a Student’s RoA, see the “Achieved Unit Standards” section on the Student profile. Click to go directly to a Unit Standard (), or delete a Unit () if it has been reported in error and you have requested NZQA to remove it.

Add a Manual RoA Entry

If the NZQA system is temporarily unavailable, a previous provider has failed to report an achieved Unit Standard, or the total number of achieved Unit Standards is small, you may want to enter a Unit Standard into a student’s RoA, manually.

Figure 6. Validate and Add a Unit Standard | Student – NZ Compliance

Click the “+” button in the Achieved Unit Standards section.

Enter the Unit Standard code and version, and click “Validate” to check if it exists in SELMA, and is completed. If it does, the window expands to reveal more required details. Once you have provided all information, click “Add +” to add the Unit Standard to the RoA.

Cross-Crediting of Achieved Unit Standards

After an RoA is imported, or manually updated, SELMA automatically changes the Completion Code of an Enrolment Component linked to an achieved Unit Standard to “Cross-Credit“.

SELMA allows you to create a batch file to upload to NZQA for Unit Standard reporting, i.e. a report detailing multiple completed Unit Standards.

Read further to understand how to create a Unit Standard Report.

In this Section:

• Reporting Pre-requisites
• Reporting Completed Units
  • Complete a Unit Standard
  • Create and Submit a Report
    • Generate a Batch File from SELMA
    • Upload the Batch File to NZQA
  • Verify Report Submission on SELMA
• Reporting Merit and Excellence Unit Standards
• Unsuccessful Batch Upload
  • Reverse Reports with Errors
  • Cancel a Unit Standard Linked to an Enrolment

Reporting Pre-requisites

To report Unit Standards to NZQA, you must have Students enrolled into Components that are linked to a Unit Standard (Figure 1.).

• Please refer to NZ Compliance – Uploading Units & Qualifications (NZQA) to read how to upload Unit Standards and link them to Components.

Figure 1. Check that an Enrolment Component is linked to a Unit Standard

Click the edit button on the Enrolment page and navigate to the bottom of the page. Then, click to add or edit a Unit Standard (green).

Reporting Completed Units

Complete a Unit Standard

When a Student meets the requirements to have a Unit Standard awarded, change the Completion Code of Enrolment Components to “(2) Completed course successfully“.

NOTES:

• The “Completion Date” must be the day the student met the requirement, not the day you marked. It will appear on the Student’s Record of Achievement in NZQA.
• If you wish to report a “Merit” or “Excellence” grade for Unit Standards, jump to Reporting Merit and Excellence Unit Standards, following this section.

Figure 2i: Select Enrolment Component

On an Enrolment, select an Enrolment Component/s (orange, red) to change the Completion Code (purple).

Figure 2ii: Set Completion Code and Date

Change the Completion Code to “(2) Completed course successfully” (blue), and set the Completion Date to the date the Student met the requirement (orange).

Create and Submit a Report

Generate a Batch File from SELMA

Navigate from Reports > NZQA Reports, and select to upload a “Unit Standard Report (F23)” under the heading “NZQA Report“.

Select relevant filters for the batch file, including the “Campus“, which may be different to the “Reporting Provider Location“. Then, select all or some of the Unit Standards you would like to report from the Report table.

You will be redirected back to the NZQA Reports page, where you can now download the batch file.

NOTE: Before generating the batch file, SELMA gives you an indication of the fee amount NZQA charges for the batch file submission.

Figure 3i: Access NZQA Reports

Click “Reports” in the top navigation bar (orange), and navigate to “NZQA Reports” (purple).

Figure 3ii: Create Unit Standard Report

Click the green “+” button next to the heading “NZQA Report” (red), and select “Unit Standard Report (F23)” (orange).

Figure 4: Select Enrolments for Batch File

Select relevant filters and completed Enrolments to include in the batch file. SELMA displays the estimated NZQA fee amount before you click “Generate File” (red).

Figure 5: Download Batch File

Download the generated batch file from the NZQA Reports page.

Upload the Batch File to NZQA

• a. Navigate to NZQA and click on “Submit Data File“
• b. Upload the file and click “Submit“.
  • Download the NZQA “User Guide” for an explanation on how batch processing works in NZQA.
• c. If your batch file was successfully uploaded, you will find it under “View Batches“.
• d. Select the batch you just submitted to review the Error Report and Financial Report.

Figure a. Navigate to the NZQA Site

Once you have the file downloaded, go to NZQA and select “Submit Data File”:

Figure b. Submit Data File

Select the batch file you have just created, and upload it to NZQA.

Figure c. View Uploaded Batch File

Select the batch file you created to review the details again.

Figure d. Review the Financial Report and Logs

Check to see if a batch file’s financial report and error/warning report is as expected.

Verify Report Submission on SELMA

Once you are satisfied that the batch file submission has successfully registered your Unit Standards, return to SELMA.

Figure 5. Submit the Batch File in SELMA

In the NZQA Reports menu, click the “Submit” button on the relevant batch file.

Figure 6. Verify the SELMA Update

Navigate to the Enrolment Component and check that there is a “Report ID” present, where the Unit Standard is linked (orange). This indicates that the Unit Standard has been reported to NZQA as a batch file submission.

Reporting Merit and Excellence Unit Standards

To ensure that a Unit Standard is reported as “Merit” or “Excellence” in a batch file, change the Enrolment Component “Grading Scheme” using the Actions button (Figure 7i-ii.), and grade it accordingly (Figure.

Figure 7i. Click the pencil icon on an Enrolment Component (red)

Figure 7ii. Set the “Grading Scheme” to “Competency Based (NZQA)”

Figure 8i. Select Enrolment Component/s to grade (1-2)

Figure 8ii. Grade the Component in due time, using “Merit” or “Excellence” (purple)

Unsuccessful Batch Upload

Reverse Reports with Errors

If your batch upload to NZQA was unsuccessful or has too many errors, you may choose to reverse the entire batch report and try again:

Figure 9. Reverse a Batch file

From the NZQA Reports menu, click the “Reverse” button.

Cancel a Unit Standard Linked to an Enrolment

If you have an error for a Unit Standard linked to a particular Enrolment, you may choose to remove that Unit Standard before generating a new batch file.

NOTE: NZQA will not charge you for re-submitting the same Unit Standard multiple times, unless you change the Version and Completion Dates.

Figure 10. Unlink a Unit Standard from the Enrolment Component

Click the cross icon to cancel the Unit Standard from the Enrolment and, therefore, the batch submission.

In this Section:

• Prepare File Downloads
• Importing Unit Standards to SELMA
  • Create a Component To Link the Unit Standard
  • Link a Unit Standard to a Component
• Importing Qualifications to SELMA

Prepare File Downloads

If you haven’t already, login to your NZQA account and download the following files:

• Qualifications Expanded.txt (Qualifications file)
• Units.txt (Units file)
• Consents.txt (Accredited Units file, also known as accreds.txt in SELMA)

NOTE: You must save the files to the “Downloads” folder of your device by right-clicking on the “File Name” and clicking “Save Link As…“

Figure 1: Download Files from NZQA

Navigate to “File Downloads” (yellow, left panel) and download the relevant files (yellow, table).

Importing Unit Standards to SELMA

To import your Unit Standards, navigate from Curriculum > Unit Standards, and upload the following files from the “Downloads” folder on your device:

• Units.txt (Units file)
• Consents.txt (Accredited Units file, also known as accreds.txt in SELMA)

Once you click to “Upload and Import” the selected files, you will see a dynamic loading icon below the “Status” of your file for up to 20 minutes, while your file is being imported.

• Feel free to navigate away from this page, if necessary, as your upload works in the background.

Figure 2i: Access Unit Standards Index

Find the “Unit Standards” Index (red) from the “Curriculum” tab in the top navigation bar (orange).

Figure 2ii: Upload Unit Standards

Click the “Upload Unit Standards” button to import new Unit Standards to SELMA (red). Use the interactive counts to filter by Unit Standard Status (orange), or use the “Advanced Search” feature to find a Unit by number (Standard).

Figure 2iii: Select and Upload Files

Click the “Choose file” buttons to select the relevant files to upload from your “Downloads” folder (red). Then, click the “Upload and Import” button to upload the files and save them as Unit Standards in SELMA (purple).

Figure 2iv: Import Status – Importing

After clicking “Upload and Import“, you’ll see the import status as “Importing” in the Imports table. The system will process your files for up to 20 minutes, and works in the background if you choose to navigate away from this page.

Create a Component To Link the Unit Standard

Once the import “Status” has changed to “Completed“, you can create new Component/s and directly link the Unit Standard to it. Either:

1. Click the “Create Components” Action from the Imports menu
   • This allows you to create Components using multiple Unit Standards
2. Click the “Create Component” button on a Unit Standard profile
   • This allows you to create a Component using one Unit Standard

Figure 3i: Create Component from Imports Menu

Click the “Create Components” link (red), which will take you to a screen to select multiple Unit Standards. Note: Once you have created a Component you will be taken back to select more. Navigate from Curriculum > Component to view the Component/s you have made.

Figure 3ii: Create Component from Unit Standard Profile

Click “Create Component” (orange) to create a Component using one specific Unit Standard.

Link a Unit Standard to a Component

For existing or new Components, navigate to the “Unit Standard” tab of a Component in the Curriculum Index, and link the Unit Standard to the Component.

You can later update a new version of the Unit Standard, here, too.

NOTES:

• All Unit Standards within the Index must be manually linked to a Component, which in turn must be mapped onto an Enrolment.
• A Unit Standard can be reported to the TEC and NZQA.

Figure 4i: Link Unit Standard to Component

Figure 4ii: Update Unit Standard Version

Select an Intake, and update Intakes and Enrolments with a new Unit Standard version. Click the “Update Intake only” button to update future Enrolments, or click “Update Intake and all Active Enrolments” to update existing Enrolments and future Enrolments.

Importing Qualifications to SELMA

To import a Qualification, navigate from Curriculum > Qualifications, and upload the following files from the “Downloads” folder on your device:

• Qualifications Expanded.txt (Qualifications file)

Once you click to “Upload and Import” the selected files, you will see a dynamic loading icon below the “Status” of your file for up to 20 minutes, while your file is being imported.

• Feel free to navigate away from this page, if necessary, as your upload works in the background.

Once the import “Status” has changed to “Completed“, you can create a new Programme and directly link the Qualification to it. Either:

1. Click the “Create Programme” Action from the Imports menu
2. Click the “Create Programme” button on the Qualification profile

Otherwise, navigate to the “NZ Compliance” tab of a Programme in the Curriculum Index, and link the Qualification to the Programme.

Figure 5i: Access Qualifications Index

Find the “Qualifications” Index (red) from the “Curriculum” tab in the top navigation bar (orange).

Figure 5ii: Upload Qualifications

Click the “Upload Qualifications” button to import new Qualifications to SELMA (red). Use the interactive counts to filter by Qualification Status (orange), or use the “Advanced Search” feature to find a Qualification by number (Standard).

Figure 5iii: Select and Upload Qualifications File

Click the “Choose file” button to select the Qualifications file to upload from your “Downloads” folder (red). Then, click the “Upload and Import” button to upload the file and save it as a Qualification in SELMA (purple).

Figure 6i: Upload Status Change

Figure 6ii: Create Programme from Qualification Profile

Figure 7: Link Qualification to Programme

Click the pencil icon to link a Qualification or change an existing one (green).
Note: Qualifications you need to link to a Programme will only show if the Qualification Status is “Current and Active”. You can edit the Qualification Status on the Qualification profile.

The EPI Report is a valuable tool, which allows you to track live measurements of all of your data, including but not limited to EFTS, Completion and Qualification Rates and Students and Enrolments.

We highly recommend checking your progress regularly throughout the year, and especially before SDR submissions.

In this section:

• Running the EPI Report
• Navigating the EPI Report
  • Report View Tab
  • Raw Data Tab
  • EFTS by Student Tab
• TEC Guide

Running the EPI Report

Navigate from Reports > SDR Report and select a year for reporting (Figures 1i-ii.).

Note:

• The EPI Report contains live, dynamic data. So, any current updates to data reported in the previous year affects the results of the EPI report of that previous year.
  • E.g. If you have reported extended Enrolments in December 2024, and those Enrolments are completed February 2025, the 2024 EPI report will now reflect results after those changes.

Figure 1i. Access your provider’s EPI Report by navigating from “Reports” in the top navigation bar (red) to “EPI Report” (purple).

Figure 1ii. Select a year (orange) to run an EPI report against.

Navigating the EPI Report

There are three key tabs in the EPI Report: “Report View”, “Raw Data” and “EFTS by Student”.

There is a filter panel on the left of each of the tab displays, where users can refine the report results by general categories, such as year, gender, intake and funding source, and specific characteristics like Māori or Pasifika. This level of granularity supports internal QA reviews, TEC submissions, and governance reporting.

Note: Disability Status and Low Prior Achievement have been added as filters to allow for filtering where targeted funding from TEC may apply.

Read on to see what you should expect within each tab.

Report View Tab

The “Report View” tab gives an overview of your provider’s performance metrics, and visualises them in the form of pie charts and tables (Figure 2.).

Key Metrics and Measurements

• Students: Total unique learners with valid enrolments in the selected year.
• Enrolments: Total programme enrolments for the year.
• Completion Rate (EFTS-weighted Course Completion): This is the EFTS-weighted completion rate for all courses, as outlined in Section 4 of the TEC EPI Guidelines. It reflects how successfully students completed the courses they enrolled in.
• Possible Completion: Reflects the rate at which courses currently to be completed could be successfully completed.
• Qualification Rate (EFTS-weighted Qualification Completion): As detailed in Appendix 6 of the TEC EPI Guidelines, this rate considers the EFTS value of qualifications completed compared to the total EFTS value of all qualification enrolments.
• Total EFTS: The sum of all EFTS values relevant for funding in the selected reporting period.

Figure 2. The “Report View” tab features counts and measurements across different elements, and includes filtering options. Click a pie slice to quickly filter by category (see red text).

Raw Data Tab

The “Raw Data” tab displays Course information as per your filters. You can also export the table as a CSV or PDF image, if you wish (Figure 3.).

Figure 3. Click the purple button to select which columns to include in the “Raw Data” table, and use the left panel to filter for specific details (orange). Click the “Export” button to download a CSV file of the table (red), or click the “Print” button to save it as an image (blue).

EFTS by Student Tab

The “EFTS by Student” tab displays a table of monthly EFTS values by Student Enrolment, which you can filter like previous tabs, and download as a CSV or PDF image (Figure 4.).

Figure 4. Use the left panel to filter for specific details (orange). Click the “Export” button to download a CSV file of the table (red), or click the “Print” button to save it as a PDF image (blue).

TEC Guide

Learn more about these EPIs by referring to the official document published by the (TEC): EPI Guidelines and Methodology

This data must be presented as accurate SDR reports, which ultimately determines if your institution is eligible for funding, and by how much.

This section discusses the process of extracting an accurate SDR report in SELMA, before submitting it to the TEC via the DXP Ngā Kete.

In this section:

• Enable SDR Reporting
  • Data Requirements
    • Programme Requirements
    • Component Requirements
    • Student Requirements
    • Enrolment Requirements
• Extracting an SDR Report
  • Generate an SDR Report
  • Prepare to Submit
    • EPI Report
• SDR Reporting Periods
  • March SDR (Indicative Report)
  • April SDR
  • August SDR
  • December SDR

Enable SDR Reporting

If you are on an eligible SELMA subscription, including all but SELMA Swift subscribers, the “SDR Report” feature is enabled and available under the “Reports” tab (Figure 1.).

•  If you wish to upgrade your SELMA plan, please contact SELMA support.

Follow the next steps to prepare for reporting:

1. Navigate from Settings > Accounts, and check that the “Provider Code” is correct (Figure 2.).
2. Ensure all campuses have a “Course Delivery Site” established.
   • Navigate from Settings > Campus Index to select a Campus (Figure 3.).
3. At least one enrolment must be eligible for reporting to be included in the SDR report. An Enrolment is eligible for SDR reporting if …
   • The Enrolment Status is:
     • Active
     • Complete
     • Failed
     • Withdrawn
     • Pending
     • Deffered
     • Withdrawn Special (31 SOF) (Figure 4.).
   • The “Return Type” is set to “SDR” on the NZ Compliance tab of the Enrolment profile (Figure 5.).
   • Components linked to the Enrolment have completion codes between 0 and 8, and more than 0 EFTs (Figure 6i-ii.).
   • At least one of the following dates fall into the SDR period you select on extraction:
     • Component start or end date (or the start and end dates are outside of the SDR period) (Figure 6ii.)
     • “Completion Date” of a Enrolment Component (Figure 6ii.).
     • “Withdrawal Date” of an Enrolment Component (Figure 6ii.)
     • The “Graduated Date” of an Enrolment (Figure 7.).

Figure 1. Navigate from Reports > SDR Report (orange). You won’t see this button if you are on the SELMA Swift plan.

Figure 2. Check that your “Provider Code” is correct (orange), to ensure an error-free SDR extraction process.

Figure 3. Check (red) and edit the “Course Delivery Site” (purple), to ensure an Enrolment is eligible for SDR reporting.

Figure 4. The following Enrolment Statuses are eligible for SDR reporting.

Figure 5. Check (red) and edit the “Return Type” field (purple), to ensure an Enrolment is eligible for SDR reporting.

Figure 6i. Click on the pencil icon (red) to view and edit Configurations and Compliance information of a Component. You can check the Completion Code immediately (blue).

Figure 6ii. Completion codes are stated again, here (light blue). Check that the “Start” and “End” dates (orange) of an Enrolment Component fall within or outside the SDR extraction period, and the Completion Date (red) and Withdrawal Date (purple) within the SDR extraction period.

Figure 6iii. Ensure that the Enrolment Component EFTs are greater than 0 (purple). Click the pencil icon to add or edit a field (green).

Figure 7. The “Graduated Date” (red) can be found on the “Enrolment” tab (blue). Click the pencil icon to add or edit a field (purple).

Data Requirements

An SDR report must be error-free to be approved by the TEC.

Ensure you configure the following data settings within SELMA to generate an error-free SDR report.

Programme Requirements

To upload Programme details in the SDR report, navigate from the Curriculum Index to a Programme. Then, in the Programme’s NZ Compliance tab, set the “Return Type” as “SDR” and fill the remaining fields with your provider’s unique Programme information (Figure 8.).

Note: You must define the Return Type, Total EFTS and the Qualification Code. The rest may or may not be necessary depending on your programme approvals.

Figure 8. Fill out a Programme’s Compliance information. Ensure Return Type, Total EFTS and Qualification Code is provided (red).

Component Requirements

The SDR report considers all SELMA Components as “courses“. Therefore, a Unit or Module will be described as a “course”, and included in the SDR report, if the relevant Compliance details are established.

To upload course details in the SDR report, navigate from the Curriculum Index to a Component. Then, in the Component’s NZ Compliance tab, provide the “Course EFTS” to include it in the SDR report, and fill the remaining fields with your provider’s unique Course information (Figure 9.).

Notes:

• Course EFTS must be provided to include your Component in an SDR report.
• Compliance information provided at the Component level is inherited by linked Enrolments.
  • Change Compliance information at the Enrolment level, if you wish to change details specific to an Enrolment.

Figure 9. Include your “Course EFTS” to include the Component in an SDR report (red). Click the pencil icon to add or edit fields (green).

Student Requirements

To upload Student details in the SDR report, navigate from the Student Index to a Student profile. Then, in the Student’s NZ Compliance tab, fill all fields with their relevant information.

Field Notes:

NZ Compliance Tab (Figure 10.)

• The “Residency Status” field may be left empty if the student is an NZ or AUS citizen (specified on the “Student” tab).
• The “Ethnicity” and “Iwi Affiliation” fields may include up to 6 entries for a single Student.
  • The “Iwi Affiliation” field may be left blank if the student does not identify as Māori.
• The “Maxima Exempt Fee” are compulsory fees charged for student services.

Student Tab (Figure 11i-iii.)

• In addition to the Compliance tab information, the SDR report includes details from the “Student tab”, including (Figure 11.):
  • Personal Details:
    • Name
    • ID Code
    • Date of Birth
    • Citizenship
  • Addresses:
    • Home and Mail addresses
      • Displayed under “Permanent Post Code” in the SDR report
    • Temporary Address
      • Displayed under “Term Post Code” in the SDR report
  • Medical information
    • Disability details

Figure 10. View and edit the Compliance information on a Student Profile.

Figure 11. The “Student” tab includes some information which will be included in an SDR report, including “Personal Details” (purple), “Addresses” (orange) and “Medical Information” (green). Click the associated icons in the screenshot below, to add and/or edit details.

Enrolment Requirements

To upload Enrolment details in the SDR report, navigate from the Enrolment Index to an Enrolment. Then, in the Enrolment’s NZ Compliance tab, set the “Return Type” as “SDR“.

Notice the remaining fields are already filled out with the Compliance information you provided at the Curriculum | Component level (Figure 12.).

If you wish to edit some of the Compliance details of a specific Enrolment, make adjustments to the Components linked to the Enrolment from the “Enrolment” tab (Figure 13i-ii.).

Figure 12. Set the “Return Type” to “SDR” to include an Enrolment in an SDR report (red). The remaining fields are auto-filled with Component information at the Curriculum level (orange), unless you adjust them at the Enrolment level.

Figure 13i. To edit Compliance information for a Component linked to a select Enrolment, click the pencil icon (red).

Figure 13ii. Make changes to specific Enrolment-linked Components.

Extracting an SDR Report

Generate an SDR Report

Navigate from Reports > SDR Report to see a list of previous SDR extractions and/or choose to extract new SDR report files (Figure 14.).

The SDR extraction menu shows compulsory fields to fill, as indicated by red asterisks, and the remaining fields feature blue ‘help’ icons for further explanation (Figure 15.).

Notes:

• SELMA includes Enrolment Components that have not yet met the threshold of 10% Enrolment duration or 30 days (whichever is shorter), by default. Click the “Include students …” check-box to exclude them in the August SDR.
• Avoid SDR errors by choosing to “Auto Extend (all) Courses”, if you know some or all of your courses have end dates prior to the SDR Period end date (Figure 15.).

Figure 14. View a list of previous SDR extractions, or rerun and download them. Click the cross button (green) to generate a new report file with new filters.

Note: A re-run sends the selected report file to your email address.

Figure 15. Set parameters for a new SDR report extraction, before clicking the blue “Generate Files” button.

Prepare to Submit

Once you have clicked the button to “Generate Files“, your file will be automatically checked and any warnings and errors will be displayed in a Validation Report. You can click the issues directly to fix issues on the spot, and re-validate the files until you have an error-free Validation Report (Figure 16i-ii.).

Note: Sometimes, SELMA can display an error count even if the error is fixed. Click to generate the report with errors, or contact SELMA support to verify before doing so.

Figure 16i. The Validation Report is generated before generating a final SDR report. Click the drop-down arrow to read where and why warnings and errors are occurring, and how to resolve them (dark blue). Once you have resolved any issues, we recommend clicking the purple “Re-Validate” button to double-check that your final report will be error-free.

Figure 16ii. Please take a note of where and why an error or warning is occurring (blue, red) and how to resolve it (green), before clicking to be directed to the corresponding page to fix the issue/s (purple).

EPI Report

The Education Performance Indicator (EPI) report is a useful tool for keeping track of your live SDR data.

We highly recommend using the EPI Report regularly throughout the year, and particularly before SDR submissions, to see how your provider is doing against your year-long SDR forecast i.e. the Indicative SDR.

Notes:

• The EPI Report contains live, dynamic data. So, any current updates to data reported in the previous year affects the results of the EPI report of that previous year.
  • E.g. If you have reported extended Enrolments in December 2024, and those Enrolments are completed February 2025, the 2024 EPI report will now reflect results after those changes.
• EFTS measurements include future SDR committed dates*.
  • *As pertaining to Enrolments yet to reach 10% or 30 days of the Enrolment duration

SDR Reporting Periods

All SDR reports are submitted on the same secure online platform (DXP Ngā Kete), but there are multiple report types that have different considerations.

For all but the Indicative SDR Report, check your EPI report at the time of submission to get a picture of how the TEC will see your performance over the past year.

March SDR (Indicative Report)

The Indicative SDR Report is only sent to the Ministry of Education (MoE) to evaluate how many enrolments they can expect across New Zealand in a given year.

This report type contains three files and includes all enrolments processed for the given year, including current and future enrolments.

Error Notes:

• Make sure that the correct SDR date is selected upon SDR extraction in SELMA. Submitting the wrong files to the MoE will result in an instant error.
• You can expect fewer error and/or warning messages when validating an Indicative SDR report compared to later SDR reports, as the data provided is an estimate.

April SDR

The April SDR Report is sent to the TEC to evaluate how many enrolments they can expect across New Zealand in a given year.

This reporting period is your final chance to report Course completions for Students with extensions from the previous year.

Please double-check that the Completion Date for Course extensions is correct, otherwise you could run into the following problems:

1. Course Completion dates backdated to the previous year exclude the course from the report.
2. Course Completions reported after the April SDR period exclude the course from the report.

August SDR

It is critical to report every Enrolment in the August SDR report, including those that begin later in the year and those that are rolling enrolments.

IMPORTANT NOTE: For August SDR extractions, SELMA does not include Enrolments with an SDR committed date occurring after August. Generate a December file in SELMA, and submit it as an August SDR file in DXP Ngā Kete.

December SDR

Ensure that you lock-in all end-dates to courses for the next year, and process all early withdrawals before extraction.

Use the EPI Report to track:

• Course Extensions 
  • If the report shows a Course Completion rate lower than the Possible Course Completion rate, you have students that are on extension. They will have to complete their course before the April SDR in the new year.
• EFTS Consumption 
  • Check that your EFTS consumption is as expected, and the count of enrolments and students is correct.
• SDR Raw Data 
  • Download the raw data into Excel and check that all students are included, all completions are processed, and all extensions are justified.
  • You can do this using Grid reports or the EPI report.

Please see SDR – Important Considerations following this article.

• Recognition of Prior Learning (RPL)
• Cross-Credits
• Programme Completions (NZQA Qualifications)
• Changing End Dates
  • Enrolments
  • Enrolment Components
  • Enrolment Extensions
• Fees – SDR versus SELMA Records
• SDR Committed Date
• Mixing Funding Sources in an Intake

Recognition of Prior Learning (RPL)

A Student can get a RPL if they completed a course partway. They must claim an RPL to complete the remainder of their course, and your provider must reduce the EFTS and Credits depending on how much is remaining.

• RPL is recognised by the TEC.

IMPORTANT NOTES:

• EFTS and credits should be reduced by you, the provider – not SELMA SIS.
• Do not mark an enrolment as “X” or “Cross Credit” as this is unrelated to RPL and is not recognised by the TEC.
  • We recommend marking an Enrolment with a note that indicates RPL.

Cross-Credits

A Student can complete one or more courses with another provider and have their achievement/s recognised by you on their transcript.

Set Component Codes “X” or “Cross-Credit” on the relevant Enrolments so that they are included in the Student’s transcript. Doing so will ensure the Enrolments are excluded from the SDR report, (only completion codes 0-8 are included in SDR Reporting).

• Cross-Credits are recognised by the NZQA.

Programme Completions (NZQA Qualifications)

Programme completions must be reported to NZQA as a QE1 file, manually.

• Please refer to NZ Compliance – NZQA Qual Reporting (QE1) for more information.

To help, SELMA can generate a text file including batches of students and their associated Programme completions, which can then be uploaded to NZQA.

Note: You can not report to NZQA if the Programme (Qualification) is not made up of unit standards.

Changing End Dates

Enrolments

It is possible to update the Component End Date to the Component Completion Date; however, depending on the date change, this can affect your Completion Rate, your funding consumption, and trigger SDR errors. Only follow this practice if you are aware of the impact, and can apply it consistently to all Student Enrolments.

IMPORTANT NOTES:

• We highly recommend contacting the TEC before changing Component End Dates.
• Avoid changing Enrolment Start and End Dates

Enrolment Components

DO NOT change the Dates of Enrolment Components – Once an Enrolment Component is reported in a December SDR, the Start and End Dates of the Enrolment Component should no longer be changed as it will result in errors in the next SDR submission. These errors can only be resolved by reverting back to the SDR committed dates.

Note: If you do not know the dates to revert to, the SELMA team will have to spend considerable time to review the logs and find them for you.

Enrolment Extensions

While you cannot change Enrolment Component dates, you can and should change an Enrolment End Date to account for Enrolment extensions.

Figure 1i. Open the Enrolment tab on a select Enrolment profile, and click the “Actions” button to edit an Enrolment Component (green).

Figure 1ii. On the Component tab, click the pencil icon (green) to add an “Extension (End) Date” (red).

Fees – SDR versus SELMA Records

There are two distinct types of fees in SELMA:

1. SDR-related fees
   • To include fees in an SDR report, navigate to the “NZ Compliance” tab of a Component profile, and fill out the “Tuition Fee”, “Foreign Fee”, and “Compulsory Course Costs” fields.
     • The details provided in these fields are inherited by new Intakes and Enrolments.
2. SELMA-recorded fees
   • The “Fees” tab, as seen on the Programme, Component, Intake and Enrolment profile pages, is for your provider to keep track of costs and send invoices to Students in SELMA, only. Details on this tab will not be included in SDR reports.

SDR Committed Date

SELMA calculates an SDR Committed Date, which determines the SDR period you can select for SDR extraction. This date can be found on an individual Enrolment Component and is non-editable (Figure 2i-ii.).

The date is either 10% of the duration after the Component start date, or 30 days after the Component Start Date, whichever is earlier.

You can include or exclude Enrolments that have not yet reached the SDR Committed Date (Figure 3.).

Figure 2i. Click the “Actions” button indicated by the pencil icon next to an Enrolment Component (red).

Figure 2ii. Open the “NZ Compliance” tab of an Enrolment Component (blue), and see the “SDR Committed Date” (orange).

Figure 3. When filtering for a new SDR report, the button below is selected by default (red) and will include Enrolments that have not yet reached the SDR Committed Date. Click it to exclude those Enrolments.

Mixed Funding Sources in an Intake

When creating a new Intake, you should set a Funding Source that applies to all or majority of Enrolments. You can then set another Funding Source for individual Enrolments, if an Intake has Enrolments with mixed Funding Sources (Figure 4i-ii).

Note: When creating a new Enrolment, you can select a new Funding Source which will override the inheritance of an Intake’s Funding Source (Figure 5.).

Figure 4i. The Funding Source of an Intake (red) can be edited (green). This should be the Funding Source that applies to all or majority of Enrolments.

Figure 4ii. Use the Compliance tab of an Enrolment to change individual Funding Sources.

Figure 5. When creating a new Enrolment, you can select a specific Funding Source to override the default Funding Source transferred by the linked Intake (red).

The NSI is New Zealand’s national database of student identity data, and the way in which a unique identifier, termed the National Student Number (NSN), is created and allocated to students across all education levels.

The NSI allows education providers registered with the Ministry of Education (MoE) to:

• Search for and modify information about their students
• Request for duplicate student records to be merged
• Issue a NSN to any student without one

In this Section:

• NSI Integration with SELMA
  • NSI Integration Pre-Requisites
  • Configuring NSI Integration with SELMA
  • Using the NSI Integration
  • Updating NSI or SELMA Student Information

NSI Integration with SELMA

NSI Integration Pre-Requisites

Once your education provider is registered with the MoE, you will have an individual user account created. However, you must use that account to request for a Machine Account from them, which enables NSI integration with SELMA.

Notes:

• Please inform the MoE that you wish to integrate the NSI with your Student Management System (SMS).
• Ensure you request to enable Batch and REST interfaces, especially if you are creating a new Machine Account.

Configuring NSI Integration with SELMA

Navigate from Settings > Integrations to select the NSI Integration (Figure 1.).

Then, use your Machine Account Username and Password to save as Configuration information, and test that the NSI integration works (Figure 2.).

Figure 1. Click the cog icon (red) to access Settings, and navigate to “Integrations”

Select “NSI” by clicking the corresponding “Configure” button (orange).

Figure 2. Enter your Machine Account credentials and test the connection

Open the drop-down list by clicking the heading “Configuration” and enter your Machine Account’s Username and Password (red). To “Save” the Username/Password, select the tick-box under each corresponding heading (green), then click the “Save” button for each field (blue). Ensure the toggle is “ON” (blue), and click the toggle if not. You can then confirm that the Integration works by clicking “Test Connection” (purple).

Using the NSI Integration

There are two ways to use the NSI Integration in SELMA:

1. When creating a new Student Record, where you can “Search NSI” (Figure 3.).
2. When editing the Student Profile Overview Panel, where you can edit the NSN field (Figure 4.).

Both methods will open the same pop-up, which allows you to search by a Student’s NSN or other criteria, such as their names and Date of Birth (DoB) (Figure 5.).

NOTE: There is an option to create a new Student in the NSI (Figure 5.). Please select the related button ONLY if you are sure they don’t exist in the NSI already. Creating duplicate data may result in the MoE revoking your provider’s access to the NSI.

Figure 3. You can populate fields in a new Student record, by using the “Search NSI” function

Figure 4. If NSN Integration is enabled, click the eye icon to edit an existing NSN using the NSI (orange)

If NSN Integration isn’t enabled, click the same area to free-type a known NSN.

Figure 5. The NSI Search tab allows you to enter an NSN to find a Student

Click the “Search” button to process results. You can also create a new NSN by clicking the “Create Student in NSI” button.

Updating NSI or SELMA Student Information

When doing an NSI Search you will be able to click to view a Student Record (Figure 6.). Otherwise editing an existing NSN takes you to the Student Record, directly.

In the Student Record, you will see Student information from the NSI and SELMA, separately. You can choose to update each side by clicking either “Edit NSI” or “Edit SELMA” (Figure 7.).

Remember to click the appropriate “Update” button when you have finished editing (Figure 8.).

Note: Click the green “Select this NSN” button to populate a field/s, depending on the path you have taken. E.g. To populate fields when creating a new Student, or to edit an existing Student’s NSN on their Student Profile (Figure 7.).

Figure 6. Click “View Details” to open the NSI student details

Figure 7. Two columns in the Student Record separate the NSI Student information (orange) from the SELMA Student information (burgundy)

Click “Edit NSI” (red) or “Edit SELMA” (grey), to update the appropriate fields. The green button “Select this NSN” populates fields with that NSN.

Figure 8. This screen shows the screen when editing the NSI column of information

The padlock icon (red) shows that a field is NSI-verified and locked, and the clipboard icon (orange) allows you to copy field data to paste between columns. Remember to save your changes by clicking “Update NSI” (blue) or “Update SELMA”, if editing the SELMA column of information.

• SELMA ILN, WLN and ACE Reporting
  • Integrated Grid Reports
    • Set-Up and Activation
• Get Started – Contact Us

SELMA ILN, WLN and ACE Reporting

For New Zealand education providers delivering programmes funded under the Intensive Literacy and Numeracy (ILN), Workplace Literacy and Numeracy (WLN), or Adult and Community Education (ACE) funding streams, accurate and timely reporting is essential to meet Tertiary Education Commission (TEC) requirements.

SELMA supports all the aforementioned funding streams using our built-in reporting tools, across all SELMA subscription plans. There is no additional cost for accessing these reports; however, initial configuration may incur a one-time setup fee, depending on the desired data structure and reporting requirements.

Integrated Grid Reports

SELMA allows providers to generate ILN, WLN, and ACE reports directly via the system’s powerful Grid Reporting module. These reports are designed to meet TEC specifications and can be exported in the required formats, saving time and ensuring compliance. Reports can include key information such as learner demographics, attendance, learning hours, and outcomes—tailored to each funding type’s criteria.

Set-Up and Activation

To enable ILN, WLN, or ACE reports for your organisation, SELMA must first understand which reporting format you are using. Providers should contact SELMA Support to confirm their requirements.

Our team will then activate the appropriate reports, and, where needed, configure data-mappings or customise filters to match your internal workflows.

Once activated, these reports will appear in the Grid Report menu for easy access and export.

Get Started – Contact Us

If your organisation is delivering ILN, WLN, or ACE-funded Programmes and would like to enable reporting in SELMA, please contact the SELMA Support team. We’ll work with you to ensure the right reports are available and set-up for accurate and efficient compliance.

SELMA allows you to create a batch file to upload to NZQA for Qualification reporting, i.e. a report detailing multiple completed Qualifications (QE1 report).

Read further to understand how to create a QE1 Report.

In this Section:

• Reporting Pre-requisites
• Reporting Completed Qualifications
  • Complete a Qualification
• Create and Submit a Report
  • Generate a Batch File from SELMA
    • Generate Different QE1 File Types
  • Upload the Batch File to NZQA
  • Verify Report Submission on SELMA
• Unsuccessful Batch Upload
  • Reverse Reports with Errors
  • Cancel a Qualification Linked to an Enrolment

Reporting Pre-requisites

To report a Qualification to NZQA, you must have Students enrolled into Programmes that are linked to a Qualification (Figure 1.).

• Please refer to NZ Compliance – Uploading Units & Qualifications (NZQA) to read how to upload Qualifications and link them to Programmes.

Figure 1. Check that a Programme is linked to a Qualification

Check the “NZ Compliance tab“of a Programme and navigate to the bottom of the page to see a linked Qualification (red). Then, click to add or edit the Qualification (green).

Reporting Completed Qualifications

Complete a Qualification

When a Student meets the requirements to complete a Programme, change the Completion Status of the Enrolment to “Complete“.

Figure 2i: Select Enrolment

Click the eye icon to open an Enrolment page (red).

Figure 2ii: Change Enrolment Status

Change the Completion Status of the Enrolment to “Complete“.

Make sure to tick the box “Graduated = Yes” and set the Graduated Date.

Create and Submit a Report

Generate a Batch File from SELMA

Navigate from Reports > NZQA Reports, and select to upload a “Qualification Report (QE1)” under the heading “NZQA Report“.

Select relevant filters for the batch file, including the “Campus“, which may be different to the “Reporting Provider Location“. Then, select all or some of the Qualifications you would like to report from the Report table.

You will be redirected back to the NZQA Reports page, where you can now download the batch file.

Figure 3i: Access NZQA Reports

Click “Reports” in the top navigation bar (orange), and navigate to “NZQA Reports” (purple).

Figure 3ii: Create Qualification Report

Click the green “+” button next to the heading “NZQA Report” (red), and select “Qualification Report (QE1)” (orange).

Figure 4: Select Enrolments for Batch File

Select relevant filters and completed Enrolments to include in the batch file.

Generate Different QE1 File Types

When you click the “Generate Files” button, you can choose between multiple QE1 file types:

• A Status Check file will generate a request to NZQA to check if the student has met the requirements to be awarded the Qualification. This request does not register the Qualification on the Student’s Record of Achievement (RoA), and you will not be charged for this request.

• A Verification file will check that a Qualification has been completed against a Student’s RoA, and if not, registers the Qualification. A fee will be charged to the provider for the reporting of the qualification completion.

• A Certificate Request file will check that a Qualification has been completed against a Student’s RoA, and if not, registers the Qualification It will also instruct NZQA to print a physical certificate and mail it to the students address. A fee will be charged to the provider for this request.

Figure 6: Download Batch File

Download the generated batch file from the NZQA Reports page.

Upload the Batch File to NZQA

• a. Navigate to NZQA and click on “Submit Data File“
• b. Upload the file and click “Submit“.
  • Download the NZQA “User Guide” for an explanation on how batch processing works in NZQA.
• c. If your batch file was successfully uploaded, you will find it under “View Batches“.
• d. Select the batch you just submitted to review the Error Report and Financial Report.

Figure a. Navigate to the NZQA Site

Once you have the file downloaded, go to NZQA and select “Submit Data File”:

Figure a. Submit Data File

Select the batch file you have just created, and upload it to NZQA.

Figure c. View Uploaded Batch File

Select the batch file you created to review the details again.

Figure d. Review the Financial Report and Logs

Check to see if a batch file’s financial report and error/warning report (Qual log) is as expected.

Verify Report Submission on SELMA

Once you are satisfied, go back to SELMA and mark the batch as successfully submitted:

Figure 7. Submit the Batch File in SELMA

In the NZQA Reports menu, click the green “Submit” button on the relevant batch file (red arrow).

Figure 8. Verify the SELMA Update

Navigate to an Enrolment linked to the Qualification and check that there is a “Report ID” present (red). This indicates that the Qualification has been reported to NZQA as a batch file submission.

NOTE: The “Status Check” QE1 Report will not mark a qualification as reported.

Unsuccessful Batch Upload

Reverse Reports with Errors

If your batch upload to NZQA was unsuccessful or has too many errors, you may choose to reverse the entire batch report and try again:

Figure 9. From the NZQA Reports menu, click the “Reverse” button

From the NZQA Reports menu, click the yellow “Reverse” button, under the “Actions” column.

Cancel a Qualification Linked to an Enrolment

If you have an error for a Qualification linked to a particular Enrolment, you may choose to remove that Qualification before generating a new batch file.

Figure 10. Unlink a Qualification from the Enrolment Component

Click the cross icon to remove the Qualification from the Enrolment and, therefore, the batch submission (red arrow).