Enrolment records

TEOs are responsible for accurately reporting EFTS units and statistical information to the Ministry of Education and to us. TEOs must keep an audit trail to be able to demonstrate the calculation of EFTS units and statistical returns.

The requirements for reporting to the Ministry are set out in the Single Data Return manual on the STEO website.

TEOs must ensure they are aware of, and comply with, the requirements of other government agencies, for example Studylink and Inland Revenue.

Rule MOR023[1] specifies the enrolment and withdrawal data required in the SDR.

Personal details as described in Rule ENR026[2] must be recorded about each learner.

The learner’s programme of study must be recorded as detailed in Rule ENR089[3].

Claims for SAC funding must include SAC funding details in the learner’s record as required under Rule ENR090[4]. If SAC funding cannot be claimed, Rule ENR092[5] specifies that the requirements of the SDR must still be met.

Rule ENR091[6] requires that learner results must be reported as well as other academic information and that required by the Ministry of Education or Studylink.

Rule ENR093[7] specifies the period for which learner records must be kept.

• [1]

  Condition MOR023: Reporting - SDR enrolments and withdrawals

  Student Achievement Component-funded tertiary education organisations must complete a Single Data Return for the following:

  • All valid learner enrolments, both formal and informal
  • All learner withdrawals, both formal and informal.
• [2]

  Rule ENR026: Learner applications for enrolment - record-keeping

  Tertiary education organisations must keep admission records that:

  • confirm whether they have admitted, re-admitted or not admitted each learner
  • are an auditable record of admission decisions with relevant documentation until the period has passed in which learners may appeal against an admission decision.
• [3]

  Rule ENR089: Records - learner programme of study

  Tertiary education organisations must record the following details of each learner’s programme of study:

  • Confirmation of the learner’s application, admission, enrolment contract and payment of tuition fees and associated costs
  • The qualification(s) in which the learner is enrolled for the current and previous teaching periods*
  • The courses in which the learner is enrolled for the current and previous enrolment periods
  • The programme or major in which the learner is enrolled, if relevant
  • The enrolment period for which the learner is enrolled, including the start and end dates of the teaching period
  • Attendance or submission of work to demonstrate the valid enrolment status of each learner in relation to whom Student Achievement Component funding is claimed.

  *Note: The record shows when the learner has completed the academic requirements for a qualification.

• [4]

  Rule ENR090: Records - learner SAC requirements

  Tertiary education organisations must record the following Student Achievement Component (SAC) funding details in a learner’s record:

  • The learner’s status, that is, if the learner is a domestic or foreign student
  • The Equivalent Full-Time Student (EFTS) units generated by the learner’s enrolment on a course-by-course basis¹
  • The funding classifications of the EFTS factors generated by the enrolment
  • Any changes in enrolment for an enrolment period, for example if the learner has added or dropped courses
  • If the learner has withdrawn and whether they are still a valid enrolment for SAC funding.²

  Notes:

  1. This may be less than the default EFTS value due to recognition of prior learning.

  2. This will depend on whether the learner withdraws before or after the specified withdrawal period.

• [5]

  Rule ENR092: Records - learner results

  If a tertiary education organisation (TEO) cannot claim Student Achievement Component funding in relation to a learner enrolment, the TEO must still collect the information required for their Single Data Return.

• [6]

  Rule ENR091: Records - learner SAC requirements

  Tertiary education organisations must record learner results and report on result information as follows:

  • The main assessment results of courses and/or qualifications for the enrolment period
  • Other relevant academic information, for example scholarships awarded
  • Information required for reporting to the Ministry of Education and the Tertiary Education Commission in the Single Data Return
  • Information required by StudyLink for learners who apply for student allowances and loans.
• [7]

  Rule ENR093: Records retention

  Tertiary education organisations must keep the following records for the periods listed.

  Records	Period
  Fees/course costs charged to learners, for example invoices and receipts	10 years
  Confirmation of a learner's eligibility to study	10 years
  Enrolment offers and contracts (including contracts with learners who withdraw), and enrolment records supporting Student Achievement Component funding received	10 years