3.37.0 Release Notes

New Features

Finance

Agent remittance and commission tracking A new remittance model is available for agents who collect payments on behalf of the provider and remit funds back. Commission is tracked as an expense within this model.

Single-use discount code enforcement Discount codes can now be marked as single-use. Once activated, a single-use code becomes reserved, and on successful payment it is marked as redeemed. A new permission is available for reverting a redeemed discount code. The API has also been updated to include the discount code and its association to an intake.

Import StudyLink VoS payment schedules StudyLink payment schedules can now be imported on the Payments screen rather than being entered by hand. Download the daily or monthly schedule from VoS Online and upload it using the new StudyLink button under Finance, Payments. SELMA matches each row to a student and shows a preview of what will be created, already imported or unmatched before anything is saved. Rows flagged by StudyLink as a different amount to that requested are highlighted for review, and unmatched rows are listed with their details for manual entry. The monthly schedule can be uploaded as a reconciliation check; rows already covered by daily schedules are skipped. The import uses the existing Create Payment permission and is off by default, enabled per customer by Support.

Cross-payer payment allocation A payment from a student's primary agency or contact, or the reverse, can now be allocated across that student's invoices.

Attendance

Select specific weekdays for recurring sessions When creating recurring attendance sessions, you can now select specific weekdays rather than applying the recurrence to every day of the week.

Maximum projected attendance percentage Enrolments now show a Maximum Attendance Percentage alongside the existing attendance figure. This represents the rate a student would achieve if they attended every remaining session; it starts high and converges on the actual figure as sessions are marked. It recalculates whenever a register changes, excludes sessions on campus holidays, and remains blank rather than showing 0% when there are no markable sessions. The value is available as the {{maximumattendancepercentage}} mail merge placeholder, as a field in Report Builder, and as a read-only condition in the Workflow Builder.

TCSI

Course of study and campus reporting Programmes that report to TCSI can now be linked to a course of study. On the Australian compliance tab you can select a course of study and edit its code, name, type, load and combined course indicator. Two programmes may point to the same course of study to represent a combined course, and editing one will warn you that both programmes are affected. A Courses on Campus card lists the campuses at which a course is offered, including the TCSI campus operation type and effective dates; rows are added automatically when an intake is created for a programme and campus, and campuses can also be added or removed manually. These fields appear only when the TCSI HEP or VSL flag is enabled and are covered by the existing Australian compliance permission.

Additional TCSI enrolment component fields Enrolment components that report to TCSI can now record three additional values: remission reason (selected from a lookup seeded with TCSI-published codes), and delivery location country and postcode for units delivered away from the campus, such as offshore or through a third party. All three fields appear on the TCSI card of the enrolment component and in Report Builder, and are visible only when the TCSI HEP or VSL flag is enabled.

Student Portal

Contact Us page in Student Portal Students can now send a message to their provider from a new Contact Us page in the Student Portal, accessible from the menu under their name. The feature is off by default; to enable it, go to Portal Admin, switch on Contact Us Page, and enter the email address that messages should be delivered to. Messages arrive with the student's address set as the reply-to so staff can reply directly, and each message is also saved against the student in SELMA and appears on their events timeline. Students are limited to five messages per hour. Providers using Microsoft 365 or Google must have at least one sending mailbox configured for their integration.

Students can raise tasks via the portal Students can now raise tickets from the Student Portal, which creates a task event assigned to an admin user. Non-default event types can be marked as student portal event types so that students may select them; an admin must map a priority and assign a user for each such type.

Enrolments

EFTs funding stats on enrolment page NZ EFTs funding figures, previously visible only on the EPI Report, are now also shown on the individual enrolment page with a breakdown per component.

Credit Recognition wizard for NZ enrolments A Credit Recognition wizard is now available for NZ enrolments, allowing staff to grant cross-credit or RPL (full or partial) for one or more enrolment components in a single workflow.

Integrations

New permission for STARS integration A new permission, /integration/stars, controls access to the STARS (VET Data Streamlining) integration page. Custom roles require this permission to be assigned manually via the role administration screen for users who manage the STARS connection.

Workflow Builder

Insurance triggers in Workflow Builder Insurance has been added to the Workflow Builder as a new set of triggers, allowing automated tasks and messages to be created based on insurance events.

Emails

Attach Resource Manager files to emails The system attachments picker on email forms now lists Resource Manager files alongside PDF communication templates and PDF reports, so an uploaded file can be attached to an email without downloading and re-uploading it. This is available on the Student, Enrolment, Intake, Class, Contact, Organisation, Application and Form Submission email forms, and in the Workflow Builder's Send Email action. Only files that the current user has permission to view in the resource library are shown, and resources that hold a link rather than a file are not listed. Where a resource shares its name with another item, its ID is shown alongside the name so both options remain selectable.

SDR Reporting

Compare two SDR extractions Two SDR extractions can now be compared by selecting any two on the SDR index and choosing Compare. The comparison shows, per file, what has been removed or changed between the two extractions, with links through to each record. Changes to values that must not move once a return has been submitted — course start and end dates, qualification code, National Student Number and source of funding — are highlighted in red with the reason and resolution guidance, and sorted above routine changes. Rows that disappeared between the two extractions are listed first. Three charts summarise the comparison: row movement per file, EFTS by month for both extractions, and the most frequently changed fields. The existing Compliance Reports permission covers this page.

CRICOS

CRICOS Compliance dashboard A new CRICOS Compliance dashboard is available under Reports for accounts with the CRICOS feature enabled. It runs seven live checks across international enrolments — including courses ended without a finalised CoE, overdue commencements, visas expiring before course end, CoE status mismatches, missing or duplicate CoE numbers, and missing OSHC records — and grades each issue red or amber against the PRISMS 14-day reporting window. A suggested fix action is provided per student for audit purposes. The page uses the existing Reports compliance permission.

Marking

Decimal grade ranges and scheme labels Grading scheme grade bands can now use decimal values to two decimal places; previously only whole numbers were accepted. Marks falling within a decimal band resolve to the correct grade, and existing whole-number bands are unaffected. Note that API integrations reading these fields strictly as strings should be updated to handle numeric values. Grade pickers in bulk marking, class marking and completion rule setup now display the grading scheme name alongside each grade — for example, "A – Achieved (Competency Based)" — making it easier to distinguish grades where two schemes share the same codes.

Applications

Payment plan on applications A payment model can now be set on an application. When configured as a payment plan, you can specify the number of instalments and the duration, and SELMA will calculate the payment schedule for the application. Payment option and payment schedule details are also available as mail merge fields on Offer of Place templates.

Enhancements

Students

NSN search pre-fills student details When running an NSN search for a student who already exists in SELMA, the search fields are pre-filled with the student's saved NSN, name and date of birth, so you no longer need to re-enter information SELMA already holds. The Create Student in NSI modal also pre-loads these details when opened from a student record.

Faster and more reliable student search Searching by student number, ID, NSN, USI or date of birth now uses database indexes rather than scanning every student record, so results return quickly even on large sites. Name and email searches remain substring matches and now reliably find all records, including those with short or unusual names.

Expiry date calculator on insurance form An expiry date calculator has been added to the add/edit insurance modal, making it easier to set the correct expiry date when recording insurance details.

Preferred Name column on student index Preferred Name is now available in the column manager on the student index, allowing it to be shown or hidden as needed for a given role.

Search by secondary email address The global search and the quick search on the student index now include a student's secondary email address as a searchable field.

Finance

Application fee mail merge fields Application-related price book item merge fields are now available for use in email and document templates.

Select invoice report on download The invoice download button on the fees tab now shows a dropdown listing all available invoice reports, so you can choose the format you need directly.

Timetable

Timetable view on mobile devices Timetables can now be viewed and navigated on mobile devices as well as desktop. The layout adapts to smaller screens without any change to how timetables work on desktop.

Forms

Warning for duplicate email on enrolment form A warning is now shown when an email address entered on an enrolment form is already in use in SELMA, helping to avoid duplicate records.

Bug Fixes

Report Builder

Report Builder filter and column fixes Aggregate options no longer appear on filter fields in Report Builder. Moving fields between the columns and filters sections now correctly rebuilds the field configuration in both directions.

Data warehouse exports for role-restricted reports Data warehouse exports requested through the API now complete successfully for grid reports restricted to specific roles. Previously these exports were accepted but no file was produced.

Workflow Builder

Date fields and calculations in workflows Date fields in the Workflow Builder now work correctly. When setting a date condition or field update, you can choose a fixed date or have the date calculated relative to today, counting years, months, weeks or days forwards or backwards, so rules remain valid over time rather than only on the day they were created. Date comparisons now return the correct result, actions that set a date field no longer halt the workflow, task due dates derived from a record's own date are applied correctly, and due dates based on today use your organisation's timezone. Age-based conditions are now possible, for example flagging a learner who is under eighteen. Existing workflows retain their saved dates and continue to behave as before.

Applications

Application components mail merge field The {{applicationcomponents}} mail merge field in application communication templates now resolves correctly.

Submissions

Assign account manager default selection When assigning an account manager to a submission, the dropdown now defaults to the current user, allowing you to take ownership in a single click. Submissions that already have an account manager assigned continue to show the existing assignee, and you can still select any other user before saving.

Attendance

Backfill blocked for inactive enrolments Attendance records can no longer be created for completed or otherwise inactive enrolments via the backfill option on the attendance matrix. Backfill is now available only for active and pending enrolments, and if it cannot run you will see a specific reason rather than a generic error.

Forms

SELMA User hidden from Contact Type The "SELMA User" option no longer appears in the Contact Type dropdown on the Contact step of the Contact form.

Marking

Marking screen filters by assigned intakes The marking screen now shows only the intakes and classes assigned to the logged-in teacher, rather than listing all intakes.

NZQA Reporting

QE1 report includes all qualification completions QE1 reports now include a separate record for every qualification completion selected, each with its own qualification code, strand, version and graduation date. Previously, a learner with more than one completion had only a single qualification included in the generated file, with the remainder silently omitted. The number of records in the downloaded file now matches the number of completions confirmed when the report is generated. Any QE1 batch submitted before this fix where a learner held multiple completions should be reviewed, as the missing qualifications will need to be reported to NZQA again.

Student Portal

Timetable portal routes secured The Timetable tab in the Student Portal now requires the student to be signed in and only ever shows that student's own sessions. Underlying routes that could previously be reached without authentication have been removed. Timetable sessions continue to be created, edited and rescheduled from the Timetable screens within SELMA as normal. No action is required from providers and no configuration has changed.

Timetable

Timetable no longer reloads on attendance marking Class timetables no longer reload each time attendance is marked. Previously, marking attendance on a class triggered repeated timetable data requests, which slowed the site for all users on classes with many sessions. Timetables that should refresh after an attendance change now do so once rather than multiple times, and navigating quickly between weeks queues requests one at a time. There is no change to what the timetable displays or to how attendance is marked.

Finance

Prevent deletion with active payment allocations Records with active payment allocations can no longer be deleted. Removing the allocation first is required before a deletion can proceed.

SDR Reporting

SDR validation for matching end dates SDR validation now handles cases where an enrolment component end date matches the extract date more accurately, reducing false validation errors.

Emails

From address editable on scheduled emails Editing a scheduled email now allows you to change the From address to any of your available mailboxes, rather than being locked to the one selected when the item was first created. If the previously saved address is no longer available, the form highlights this and prompts you to choose another.

AVETMISS Reporting

NAT00120 apprenticeship identifier left blank The NAT00120 file now leaves the Client identifier — apprenticeships field blank when an enrolment has no apprenticeship client identifier. This resolves NCVER validation error 4624 on every non-apprenticeship enrolment.