Monitoring and reporting

Monitoring and reporting

Last updated 19 February 2019
Last updated 19 February 2019

This page provides information about tertiary education organisation (TEO) reporting on Youth Guarantee delivery, and our monitoring of TEO performance.

TEOs with an indicative allocation of Youth Guarantee funding submit a completed mix of provision (MoP) template, and an Educational Performance Indicator Commitments (EPICs) template to us via Workspace 2. We approve the MoP and EPICs through the Plan approval process.

We monitor TEOs’ reported delivery against these commitments and other requirements and expectations that we set TEOs.


All Youth Guarantee funded TEOs report to us through the Single Data Return (SDR). We use data submitted via the SDR to monitor performance, publish performance information and report tertiary education statistics.

TEO reporting is carried out through our section of the Services for Tertiary Education Organisations (STEO) website. Each TEO submits its SDR, as well as registers and maintains qualifications for funding, and updates qualification, course and delivery site details, through this website.

During the calendar year, each TEO must submit SDRs as per the SDR timetable.

The full details of the timing and data required to be submitted in the SDR can be found in the SDR manual.

For further information about reporting, please see the following funding conditions:

No reporting changes following change to EFTS definition from 1 January 2019

From 1 January 2019, we are defining one equivalent full-time student (EFTS) of Youth Guarantee provision leading to:

  • a level 1 or 2 qualification as 100 credits, and
  • a level 3 qualification as 120 credits (no change).

TEC information systems will continue to calculate all Youth Guarantee funding and delivery volumes at the rate of 120 credits/EFTS.

You do not need to change your:

  • mix of provision
  • funding allocation
  • student management system
  • qualification and/or course information in STEO, or
  • SDR reporting.

See Enrolment, and Funding and payments, for further information.


We monitor TEO performance and practices to understand TEO performance in the sector, and to inform our decisions about future funding a TEO may receive.

We monitor the performance of each TEO against the following Educational Performance Indicators (EPIs):

  • course completions
  • qualification completions
  • cohort-based qualification completions
  • student retention
  • cohort-based student retention, and
  • student progression to higher level study or employment.

TEOs can view their EPIs, and the EPIs of other YG-funded TEOs, using the My Performance and Tertiary Performance Ngā Kete information products.

For further information on how EPIs are defined and calculated, please see the Educational performance section of our website.

EPI and mix of provision commitments

We also monitor the performance of each TEO against its Investment Plan (Plan) Educational Performance Indicator Commitments (EPICs), and mix of provision (MoP) commitments.


  • 2018 EPICs are course completions, qualification completions, student retention, and student progression. For 2019 EPICs, refer to the Investment Toolkit - Templates section of our website
  • A TEO is responsible for notifying us of, and discussing with us, significant shifts from the agreed MoP, and the rationale, well before any such shift occurs.

Youth Guarantee performance framework

We monitor each TEO's performance against these EPIs using the Youth Guarantee performance framework below. The framework sets out our minimum performance expectations for each TEO. In addition to these being the minimum, we expect TEO performance to improve year on year.


Course completion

Qualification completion



Level 1


40% (for levels 1 and 2 combined)



Level 2




Level 3





The 40% qualification completion target  recognises likely student capability and that some students may not achieve the qualification first time. TEOs can re-enrol students to enable them to achieve their qualification (except if they are 20 years old). See Condition: Student eligibility under Use of YG Fund Funding for eligible students.

Monitoring change to EFTS definition from 1 January 2019

You may need to adjust your delivery so you continue to comply with EFTS limits in funding conditions. See:

Tracking EFTS consumption

Use the following guide when tracking student consumption of Youth Guarantee EFTS.

Level 1-3 provision (course enrolments) leading to a …

level 1 or 2 qualification

level 3 qualification

delivered before 1 January 2019

delivered on or after 1 January 2019


Must be calculated using

120 credits per EFTS

100 credits per EFTS

120 credits per EFTS

Student A

For example, student A completed a level 2 Youth Guarantee qualification worth 80 credits in 2018. They want to enrol in a level 3 Youth Guarantee qualification worth 95 credits in 2019.

Student A has consumed 0.666 EFTS in 2018 (80/120), and will consume 0.792 EFTS in 2019 (95/120).

At the end of the qualification, student A will have consumed 1.458 EFTS, which is under the one EFTS per year limit, and the two EFTS in total limit.

Student B

For example, student B wants to enrol in the same qualifications as student A, but in years 2019 and 2020.

Student B will consume 0.800 EFTS in 2019 (80/100), and 0.792 EFTS in 2019 (95/120).

At the end of both qualifications student B will have consumed 1.592 EFTS, also under the one EFTS per year limit, and the two EFTS in total limit.

Other monitoring

In addition, we monitor TEO:

  • achievement against any other performance standards agreed in the Investment Plan, including any minimum achievement levels
  • compliance with Youth Guarantee funding conditions and legislative requirements
  • achievement of parity with respect to participation and EPIs for target student groups set out in the Tertiary Education Strategy, and
  • achievement of other expectations that we communicate to TEOs.

Monitoring compliance with funding conditions includes but is not limited to: