5. WBT Enrolment

In this Section:

• Create a WBT Enrolment in SELMA
• Sync Enrolment with WBT
• Off Job Delivery Reporting
• Completing the Enrolment

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Create a WBT Enrolment in SELMA

1. 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• The Enrolment Status is automatically changed to “Withdrawn” if the Training Agreement Status is “In Grace”, and held for more than 42 days.

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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“.

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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.

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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 synchronises this information with 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.

1. Report Unit Standards (F23)

Prerequisites:

• The 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)

1. Navigate to Reports > NZQA Reports
2. Click New > Unit Standard (F23).
3. Use filters (programme, intake, campus, student) to search and select which students and components to report.
4. Click Generate Files: SELMA builds the F23 text file.
5. Download the file and submit it to NZQA via their portal.

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2. 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)

1. Navigate to Reports > NZQA Reports.
2. Click New > Qualification (QE1).
3. Use filters (programme, intake, campus, student) to search and select which students and enrolments to report.
4. 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.
5. Click Generate Files — SELMA builds the QE1 file.
6. Download and submit to NZQA.

3. 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.

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