National Student Index records

TEOs must properly store all identity information related to their learners' National Student Index (NSI) records. These are outlined in Rule ENR038[1].

Other information that must be entered on an NSI record but does not need to be stored by the TEO includes:

• system-generated fields that facilitate the administration and audit of the NSI system, such as the code of the TEO that created the record. This is part of the history table that enables TEOs to challenge changes
• the New Zealand Qualifications Authority paid flag field, which indicates whether a learner is hooked on to a Record of Learning.

The status of a learner’s NSI record may be one of the following:

• Active: All the required information on the record has been supplied and recorded as verified
• Partial: Some or all of the information on the record is missing or not verified
  Note: Type B learners (enrolled in courses with EFTS factors of 0.03 factors or less) and type C learners (enrolled in non-formal courses) are required to have a partial NSI record only
• Inactive: The record relates to a deceased or fictitious person
• Merge: The record is no longer current as it is a duplicate. The NSI record indicates which record TEOs must use.
  

• [1]

  Rule ENR038: National Student Index - data storage

  Tertiary education organisations must store all identity information recorded in the learner’s National Student Index record, such as:

  • Name
  • Gender
  • Date of birth
  • Residential status
  • The sighting of verification documents.