Single Data Return

On this page:

About the Single Data Return

Resources to  help with submission

2015 SDR roadshows

Course/qualification change requests

Complete a trial SDR

What information needs to be reported in the SDR?

Why SDR data accuracy and timeliness is important

Consequences for submitting late or inaccurate SDR data

Ministry of Education contact information

 

About the Single Data Return

The Single Data Return (SDR) provides the base data for:

  • funding and funding recoveries
  • monitoring performance against a tertiary education organisation's Investment Plan
  • publication of tertiary education information.

The SDR is comprised of student enrolments and withdrawals, qualification and course completions, and student progression and retention.

Tertiary education organisations (TEOs) must submit information in the SDR according to the SDR timetable. As it is a condition on funding, late or incomplete submission can result in delays in TEO's scheduled payments. TEOs must also ensure accuracy and integrity of information they provide to the Ministry of Education and the TEC, as outlined in the declaration they complete for every SDR submission.

>> Back to top

 

 

Resources to help with submission

 

2015 SDR roadshows

In November 2015, the TEC, the Ministry of Education, StudyLink, Careers NZ and the New Zealand Qualifications Authority hosted a series of SDR roadshows. Here is the presentation and a list of questions and answers from the roadshows.

SDR roadshows PowerPoint presentation (PDF, 2 Mb)

SDR roadshows Questions and Answers (PDF, 123 Kb)

>> Back to top

 

Submission procedure

 

Course/qualification change requests

If you want to change the credits, fees, levels, or classifications of your courses and qualifications, you need to submit a course/qualification change request through the STEO website before submitting a trial SDR.

You can submit change requests at any time. You don't have to wait until just before your SDR is due to submit these.

If you want to make multiple changes to courses as a result of changing the disaggregation approach for a qualification, you must do this before the courses start each year (as soon as possible after the December SDR). We won’t approve in-year change requests resulting from substantial disaggregation.

 

Complete a trial SDR

You must complete a trial SDR before your final SDR submission to allow enough time to fix any errors.

For help completing a SDR, please refer to The Guide to Completing your SDR and Overview of TEC STEO.

 

>> Back to top

 

What information needs to be reported in the SDR?

TEOs receiving Student Achievement  Component and Youth Guarantee funding must report on all their enrolled students, regardless of the level of study or the type of funding. For more detail refer to the introduction pages of the SDR manual on the STEO website.

 

Workforce Questionnaires (Staff Return) required for December SDR

For 2016, the  Workforce Questionnaire (Staff Return) will be submitted with the December SDR. TEOs need to ensure they upload a Workforce Questionnaire (Staff Return) to the STEO website. The Staff Return must be processed successfully before you submit your December SDR. We won't accept your December SDR without a processed Workforce Questionnaire.

 

Up-to-date delivery site information

We rely on your delivery site information to analyse regional funding and provision. You should check your delivery site information on the STEO website is up to date. You will find information on how to do this is in the Guide to Completing an SDR and Overview of TEC STEO. Please submit delivery site update requests early so we can process them in time for your final SDR submission.

 

Forecasting

We expect relevant TEOs to provide an equivalent full-time student (EFTS) forecast with each SDR round. EFTS forecasts are only required if you are delivering Student Achievement Component (SAC) EFTS at level 3 and above that have a source of funding code of ‘01’. The forecast should not include SAC-funded provision for levels 1 and 2 (competitive or non-competitive allocated) or Youth Guarantee.

 

Use correct funding codes in the SDR

TEOs should check the correct "source of funding code" from the SDR Manual.

We check SDR submissions to make sure there are no problems such as incorrect source of funding codes, incomplete delivery sites, or missing EFTS forecasts. If there are problems, we will require TEOs to resubmit their SDR until all data is correct.

>> Back to top

 

Why SDR data accuracy and timeliness is important

New expectations regarding SDR late submissions or resubmissions

We use data from every SDR to plan our ongoing investment in tertiary education. When a TEO submits its SDR data late, with inconsistencies, or resubmits it with changes, this can have flow-on effects for us and for other TEOs.

To manage this, we will no longer grant extensions to SDR submission deadlines.

We will also no longer accept resubmissions of August or December SDRs unless we have approved the resubmission ahead of time (which we will do only in exceptional circumstances).

We will continue to accept resubmissions of the April SDR during a set period (which we’ll advise you about each year) to allow you to review your Educational Performance Indicator (EPI) data. Outside this set period, we will only accept resubmissions of the April SDR in exceptional circumstances.

All re-submissions outside published timeframes will be treated as late.

“Exceptional circumstances” are circumstances that are genuinely unforeseeable and which a TEO could not have proactively managed. Please note that the following are examples of scenarios that are unlikely be considered exceptional circumstances:

  • Data issues identified during or after the sale and purchase of a TEO. As part of its due diligence checks, the purchasing TEO must be confident that historical SDR data submitted by the vendor TEO is accurate.
  • Student Management System software errors. TEOs should submit trial SDRs early to identify and address any issues well in advance of the final submission deadline.
  • A change of Student Management System resulting in errors. TEOs opting to undertake a change of SMS must be confident that this can be undertaken without the risk of error, or must bear the consequences of any errors.
  • Errors made by a staff member which were only identified at a later stage. TEOs are responsible for ensuring that staff submit accurate data.
  • The TEO has not checked its EPI data from the April SDR in time. TEOs are responsible for reading and responding to TEC announcements about when their data is available for them to review.

Consequences for submitting late or inaccurate SDR data

Our Gazetted Investment Plan decision-making criteria explicitly require us to consider how a TEO has complied with its TEC reporting obligations when we assess its new Plan for funding approval. It is also a condition of funding for many funds that the TEO submits an accurate and timely SDR.

This means that, where a TEO is not complying with its TEC reporting obligations, including providing a timely and accurate SDR, this may affect its current or future funding.

Alternatively we may put in place additional monitoring requirements for TEOs who repeatedly submit inaccurate, incomplete or late data. For example, where the main concern is data validity and accuracy, we might require that the TEO supply information from an external auditor confirming the validity and accuracy of its data before each SDR submission.

Ministry of Education contact information 

For information on logging into STEO or course, qualification and student files, please email the Education Service Desk or phone them on 0800 422 599.

>> Back to top

  • Last changed: 29 February 2016
  • Last verified: 29 February 2016