In this Section:
- Create Training Agreement in SELMA
- Create Training Agreement in DXP
- Update Training Agreement
- Change Training Agreement Status
- Fetch Training Agreement
- Employer Transfer
A Training Agreement is the contract between the Student, the Employer and the TEO.
The Training Agreement must exist before any enrolment can be created.
- The agreement draws data from both the student record and the linked employer organisation.
- At this stage, the student profile is completed and a Primary Employer has been linked on the student Stakeholders tab.
- Please refer to Employer (Organisation) Setup for WBT and Link Employer to Student
- Navigate to Student > NZ Compliance tab and scroll down to the Work Based Training card.
Key Constraints
- One Training Agreement per enrolment — once an agreement has an enrolment attached, no additional enrolments can be added to that agreement. You must create a new Training Agreement for a new enrolment (with exceptions for concurrent IT programmes within 7 days, or LCP-to-NQ transitions).
- Signed Date must precede enrolment start — the agreement signed date must be on or before the enrolment’s participation start date.
- Multiple Training Agreements per student — a student can have multiple agreements (one per employer/job change), but only one enrolment per agreement.
- In Grace auto-withdrawal — if you set status to “In Grace,” SELMA will automatically withdraw the agreement and enrolment after 42 days unless you intervene.
Create Training Agreement in SELMA
Click on the “+” icon to Create Training Agreement in SELMA.
This action does not send the Training Agreement to DXP, unless this automation has been configured on your account by SELMA Customer Service team.
- Prerequisites:
- Student has an employer organisation linked (via Student > Stakeholders).
- Employer organisation has all WBT compliance fields filled (Legal Name, NZ Business Number, Industry Code, Region Code, Territorial Authority).
- Student has all required WBT fields completed.
- Training Agreement ID: Generated automatically.
- Signed Date & Start Date: Populates automatically at the time of creation.
- End Date: Remains blank until Training Agreement is finished in DXP.
- Employer Name: Draws from student’s primary employer details (Organisation Legal Name)
- Employment Type: Draws from student NZ Compliance information.
- Occupation Code: Draws from student NZ Compliance information.
- Employer Industry Code: Draws from student’s primary employer details (Organisation Industry Code)
- Employment region code: Draws from student’s primary employer details (Student Stakeholder card)
- Employment territorial authority code: Draws from student’s primary employer details (Student Stakeholder card)
Create Training Agreement in DXP
Once a Training Agreement has been created in SELMA, use the purple cog/actions button and click “Create in Work Based Training“
- When to use: First time setting up a contract between a learner, employer, and TEO.
- What it does: Sends the agreement to DXP Ngā Kete via the WBT API.
- Editable fields: Signed Date, End Date.
Update Training Agreement
Click on the green pencil icon on the Training Agreement to change dates in SELMA. Only two fields can be modified:
- Signed Date — when the agreement was signed (must be on or before the enrolment participation start date).
- End Date — when the agreement expires or ends.
All other agreement details (learner identity, employer, TEO) are derived from the linked student and organisation records and cannot be changed directly.
After saving the new dates in SELMA, use the purple cog/actions button and click “Update Training Agreement“
- When to use: After initial creation, if you need to change agreement details.
- What it does: Pushes edits to DXP Ngā Kete; syncs any changes.
- What can be changed: Only Signed Date and End Date can be edited post-creation.
- What cannot be changed: Learner, employer, or TEO details (these are locked once created).
Change Training Agreement Status
Navigate to the Training Agreement, use the purple cog/actions button and click “Change Training Agreement Status“
- When to use: To manage the lifecycle of the agreement (hold, withdraw, restart, etc.).
- Each status requires different supporting fields (e.g., Withdrawal requires a withdrawal date and reason; In Grace requires a grace date)
Available statuses and use cases:
| Status Change | Side Effect on Enrolment | Fields Required |
|---|---|---|
| Withdrawn | Linked enrolment automatically withdrawn | Withdrawal Date, Reason |
| In Grace | Enrolment marked “Grace”; auto-withdraws after 42 days | Grace Date |
| Hold | Enrolment paused | Hold Date |
| Active | Enrolment reactivated | Restart Date |
- Withdrawn — permanently end the agreement (learner left, programme cancelled, etc.). Triggers withdrawal of linked enrolments.
- If the associated enrolment status is Withdrawn in SELMA, the Training Agreement will also be withdrawn in DXP.
- Grace — temporary hold (loss of employment, dismissal, redundancy). DXP holds for 42 days before auto-withdrawing both the agreement and enrolment.
- If the associated enrolment status is Deferred in SELMA, you can set the Training Agreement status to Grace in DXP.
- Hold — pause the agreement temporarily.
- If the associated enrolment status is Deferred in SELMA, you can set the Training Agreement status to On Hold in DXP.
- Active — reactivate a held or paused agreement after the hold period.
Fetch Training Agreement
- When to use: To verify changes to Training Agreement Status in DXP.
- What it does: Overwrites the SELMA copy with the DXP information.
- When needed: If an agreement was manually updated in DXP or if Training Agreement Status has been changed in DXP, for example after Qualification completion has been reported.
Employer Transfer
When a work-based learner changes employers during their training, SELMA handles the employer transfer automatically and synchronises it with DXP Ngā Kete.
- The transfer is synchronous: it completes immediately when you save the new primary employer link.
- DXP mirrors the transfer automatically; both old and new agreements sync in real-time.
- The learner’s enrolment continues uninterrupted: only the employer context changes.
- If the transfer fails (e.g., validation errors), the new employer link is still saved locally, but the DXP transfer is not attempted. Check the WBT logs and fix the issue, then trigger a manual sync if needed. If that’s not possible, please contact SELMA Support.
Prerequisites
Before an employer transfer can occur:
- The student must be WBT-enabled (Work Based Training checkbox ticked on Student > NZ Compliance).
- The student must have an active Training Agreement with the current employer.
- The current employer organisation must have all relevant fields filled (Legal Name, NZ Business Number, Industry Code, Region Code, Territorial Authority).
- The new employer organisation must also have all relevant details (same fields as above).
- The new employer must be set as the student’s primary employer (type: Employer).
Step 1: Link the New Employer to the Student
IMPORTANT: Do not remove or make any changes to the previous employer linked on the student’s Stakeholders tab, otherwise the Training Agreement Employer Transfer process will not be triggered.
- Navigate to Student > Stakeholders.
- Do not make any changes to the previous employer linked.
- Click +Add to add a new organisation.
- Select the new Organisation from the dropdown.
- Student organisation association type: Must be “(E) Employer”. Once this is selected, fill out:
- Student Employment Region
- Student Employment Authority
- Primary: Must be ticked. This is critical – only the primary employer triggers a transfer.
- Valid From: Must be filled out. This date represents the employment start date.
- Valid To: Leave blank to indicate it’s an ongoing employment.
- Click “Save”
Step 2: SELMA Processes the Transfer
When you save the new primary employer link:
- SELMA automatically expires the old primary employer association.
- SELMA sets the old Training Agreement to Finished with an end date.
- DXP receives the transfer and automatically finalises the old agreement.
- SELMA creates a new Training Agreement with the new employer.
- SELMA posts a transfer request to DXP with both the old and new Training Agreement IDs.
- SELMA moves the Training Plan (if one exists) to the new Training Agreement.
- SELMA assigns the linked enrolment to the new Training Agreement.
Step 3: Verify the Transfer
After saving:
- Navigate to Student > NZ Compliance and scroll to the Training Agreement card.
- Check that:
- The new employer organisation legal name is displayed.
- The new Training Agreement Signed Date matches when the learner started with the new employer.
- Any linked Training Plan is now associated with the new Training Agreement.
- Old Training Agreement is visible on “Historical” section with status “Finished” and end date filled out.
- Navigate to Enrolment > NZ Compliance and click on Fetch enrolment – it should now reference the new Training Agreement.
- Monitor the WBT Integration Logs (
Settings > Integrations > Work Based Training > Logs) for a successful transfer sync.
What Changes During Transfer
| Item | Before Transfer | After Transfer |
|---|---|---|
| Old Training Agreement | Active | Finished + End Date |
| New Training Agreement | (Created) | Active |
| Enrolment | Links to old TA | Links to new TA |
| Training Plan | (If NZA) linked to old TA | Linked to new TA |
| Employer Details | Old employer NZBN, name, region, authority | New employer details |
Constraints & Validation Rules
SELMA enforces several validation rules when setting a new primary employer:
- Signed Date of the new agreement must not be a future date.
- Signed Date must not be too far in the past (typically no more than 365 days).
- Signed Date must not fall during an active In Grace period (42-day hold).
- The new employer organisation must have NZ Compliance details (location, region, territory authority) set.
- If the learner is under 18, MoE exemption number is required.
If validation fails, error messages will display on the form telling you what to fix.
Manual Override (If Needed)
If SELMA does not automatically trigger the transfer:
- Navigate to Student > NZ Compliance and locate the Training Agreement card.
- Click the cog/action icon → Change Training Agreement Status.
- Select Withdrawn to end the old agreement manually.
- Create a new Training Agreement with the new employer using Create Training Agreement.
- Manually re-link the enrolment to the new Training Agreement (if needed).
- If an NZA enrolment has a Training Plan, fetch or recreate it linked to the new TA.