In this Section:
- Create a WBT Enrolment in SELMA
- Sync Enrolment with WBT
- Off Job Delivery Reporting
- Enrolment Status & Training Agreement Status
Create a WBT Enrolment in SELMA
- Select the appropriate intake that has Return Type WBT
2. Select the student to be enrolled
3. Review and confirm the components to be included on the enrolment
4. Complete the fields required for all Work Based Training Enrolments:
Ensure the correct Funding Source is selected.
Select the Study Type Code. This field must match the Programme Study Type.
Link a Training Agreement to the enrolment.
5. Review all details and Enrol.
Enrolments will inherit the Return Type and Funding Source defined at the Intake level. However, you can still check and edit these fields directly at the enrolment level if necessary.
Please follow the guidance from the latest version of WBT Data Specification for critical parameters such as Funding Source and Study Type Code.
Important things to note:
- Ensure that Return Type is “WBT” to enable data synchronisation – refer to field identified by a green rectangle on image below.
- The Study Type Code of an Enrolment must match the same value set on the Programme level – refer to field identified by a green rectangle on image below.
- The Enrolment Status (SELMA) is displayed above the Student Training Agreement Status (DXP) – refer to image below.
- Changes to the Training Agreement Status (set at the Student level) will also be displayed on the Enrolment level.
- The Enrolment Status is automatically changed to “Withdrawn” if the Training Agreement Status is “In Grace”, and held for more than 42 days.
Sync Enrolment with WBT
Navigate to Enrolment > NZ Compliance.
Use the purple cog/actions button (identified by an orange rectangle on image below) and click on “Sync Enrolment with Work Based Training” or “Create Enrolment in Work Based Training“.
Off Job Delivery Reporting
1. Edit an Enrolment Component
Click on the green pencil icon next to an enrolment component.
2. Navigate to NZ Compliance tab of the enrolment component.
3. Report or Sync Off Job Delivery
Click the actions button (purple cog icon) to “Auto Sync Off Job Delivery”. This action sends a request to verify that the Enrolment Component exists as “Off Job Delivery” in the WBT. If it does, it updates the WBT details. If it doesn’t, it sends off the data to create a new copy in the WBT.
NOTE:
- The “Report Off Job Delivery” and “Update Off Job Delivery” allows you to achieve the same outcomes as the “Auto Sync”, but manually.
- “Delete Off Job Delivery” removes the Off Job Delivery record from the WBT.
Enrolment Status & Training Agreement Status
An enrolment status controls the lifecycle of a student’s enrolment and has direct effects on the linked Training Agreement in WBT. Understanding each status and its consequences is critical for managing apprentices and industry trainees.
All enrolment status changes must go through the Enrolment Status Wizard:
Available statuses and use cases:
| Enrolment Status Change | Effect on Training Agreement | Fields Required |
|---|---|---|
| Withdrawn | TA is automatically withdrawn. This status is irreversible. | Withdrawal Date, Reason |
| Deferred – In Grace | TA marked “Grace” Auto-withdraws after 42 days. | Grace Date, Reason |
| Deferred – Hold | TA is paused | Hold Date, Reason |
| Active | TA restarted following a Deferral | Restart Date |
Deferred
When to use: Learner takes a temporary break (medical, personal, etc.).
What happens:
- Enrolment: Status moves to Deferred.
- Training Agreement: Status changed to In Grace (42-day hold) or On Hold (indefinite pause).
- Deferred Type: In Grace or On Hold.
- Reason: illness, redundancy, personal, etc.
- Date of Deferral: Pause Date (today or the break start date).
- Components: remain unchanged (no bulk update on Deferred).
- Returning from deferral: Move the enrolment back to Active, which triggers the Training Agreement restart call to DXP.
Deferred – In Grace
Grace Period Auto-Withdrawal (42 days):
- If Deferred status is set with In Grace, a background automated task checks after 42 days.
- If enrolment does not change to Active within this period, DXP auto-withdraws and SELMA mirrors it on next Training Agreement fetch.
- On enrolment fetch, SELMA mirrors the withdrawal and sets enrolment status to Withdrawn.
Deferred – On Hold
Active – Changing from Deferred
When to use: Learner returns from their break. Use this to restart a Training Agreement after a deferral.
What happens:
- Enrolment: Status moves to Active.
- Training Agreement: If the TA is currently On Hold (OH) or In Grace (IG), SELMA calls the WBT API to restart the TA and stamps a restart date.
- TA Status changes from On Hold / In Grace to Active.
- Restart Date recorded in DXP.
- Training Plan: Remains linked and active (if NZA).
Withdrawn
When to use: Learner leaves, is dismissed, or the programme is cancelled.
What happens:
- Enrolment: Status moves to Withdrawn, requires withdrawal date + reason + finished date.
- Components: each non-complete component is stamped with withdrawal date, reason and completion code.
- Training Agreement: Automatically withdrawn in DXP via WBT API.
- Training Plan: Automatically withdrawn (if NZA).
Important consideration:
- Withdrawn enrolments cannot be re-synced to WBT. If student decides to return to the apprenticeship, new Training Agreement and new Enrolment must be created and synced to WBT. Unit Standards that were previously achieved must be cross-credited before new enrolment is synced.
Completing the Enrolment
Once students complete unit standards or qualifications as part of their WBT enrolment, you must report these achievements to NZQA within two months of completion. NZQA send this information to DXP periodically.
DXP Nga Kete then processes the completion of Training Agreements and Enrolments on their end. You can then fetch the Training Agreement and Enrolment in SELMA to verify their current status in DXP.
Step 1. Report Unit Standards (F23)
As the student gradually achieves unit standards, mark the successful completion on the the enrolment components, then report Unit Standards to NZQA (F23).
Prerequisites:
- The enrolment component has a linked NZQA unit standard.
- The enrolment component has a completion date and successful completion code.
- The enrolment component’s NZ Compliance extension has Exclude from NZQA unchecked.
Steps: Please refer to NZ Compliance – NZQA Unit Standard Reporting (F23) – short summary below:
- Navigate to Reports > NZQA Reports
- Click New > Unit Standard (F23).
- Use filters (programme, intake, campus, student) to search and select which students and components to report.
- Click Generate Files: SELMA builds the F23 text file.
- Download the file and submit it to NZQA via their portal.
Step 2. Set Enrolment Status “Complete”
Once the last unit has been achieved, change Enrolment Status to “Complete”, add “Graduated = Yes (tickbox)”, “Graduated Date”, then report the Qualification to NZQA (QE1).
When to use: All requirements met and learner finishes successfully.
What happens:
- Enrolment: status moves to Complete, set Graduated Date and Graduated Check to enable Qualification Reporting.
- Training Agreement: Remains Active in WBT (not auto-closed).
- Training Plan (if NZA): Remains active (not auto-closed).
Step 3. Report Qualifications (QE1)
Prerequisites:
- The student has a Graduated Date set on their enrolment.
- The programme is linked to an active NZQA qualification.
- The qualification has not already been reported for this student.
Steps: Please refer to NZ Compliance – NZQA Qualification Reporting (QE1) – short summary below:
- Navigate to Reports > NZQA Reports.
- Click New > Qualification (QE1).
- Use filters (programme, intake, campus, student) to search and select which students and enrolments to report.
- Select the File Type:
- Status Check (S) — free; does NOT register on the Record of Achievement; no charge.
- Verification (V) — charged; registers the qualification if not already on the RoA.
- Certificate Request (C) — charged; as Verification plus a printed certificate.
- Click Generate Files — SELMA builds the QE1 file.
- Download and submit to NZQA.
4. Fetch Training Agreement Status in SELMA
Within a few days of qualification completion being reported, DXP receives the information from NZQA and finishes the Training Agreement. To reflect the changes in SELMA, open the student profile and navigate to NZ Compliance, scroll down to the Training Agreements section and click on cog/actions button then “Fetch Training Agreement“. The Training Agreement status updates itself to “Finished” and no more actions are required for this Training Agreement or Enrolment in SELMA.