What is work-based data and what is it used for?

Work-based data is the delivery data the Tertiary Education Commission (TEC) and the Ministry of Education (MoE) require tertiary education organisations (TEOs) to submit throughout the year for the purposes of:

• funding
• monitoring performance
• publishing performance information
• statistical reporting, and
• policy formation.

Funding and educational performance are determined using data reported to TEC and the New Zealand Qualifications Authority (NZQA). Results are calculated and made available to TEOs through Information Products – ensuring a shared view of training information between the TEC and TEOs.

Work-based data supports TEC operational policy. Funding conditions and additional information about operational policies are available at Funding conditions.

Who needs to submit work-based delivery data?

All TEOs that receive TEC funding for work-based learning must submit work-based delivery data.

The information TEOs collect from learners must meet our requirements as set out in the Work-based Data Specifications. This includes data about:

• the learner
• their training agreement
• their training plan (if they are an apprentice)
• the programmes they are enrolled in, and
• the status of their training. 

It also includes data for learners completing off-job training as part of an otherwise work-based programme of study. 

Where and how do I submit work-based data?

Data is initially captured by the TEO in its Learning Management System (LMS). It is sent from the LMS to TEC’s data exchange platform (DXP) using APIs.

A .CSV file upload process is also available for submitting learner fee data if this is not held in the TEO’s LMS.

TEOs should have processes in place to ensure that data entered in their LMS is accurate and complete, and that it matches the data reported to the DXP. Incorrect or late data can affect:

• funding due to a TEO through incorrect calculation of standard training measures (STMs)
• assessment of educational performance (credit achievement, programme completions)
• the accuracy of data published by the TEC on individual TEOs and sector participation of learners (age, ethnicity, gender and location).

Each TEO is responsible for the integrity of data provided to the TEC.

If data is incorrect and cannot be changed by the TEO they should contact the TEC to request a data fix.

How do I set up machine-to-machine API access?

Information about how to integrate with the TEC and submit data to the Data Exchange Platform (DXP) via API is available at Getting Started – TEC API Portal.

You will need to register for an Education Sector Logon (ESL) Machine Account. For more information and to request the ESL application form, contact customerservice@tec.govt.nz.

Related information

• About National Student Numbers – Ministry of Education
• National Student Index (NSI) guidance for Single Data Return (SDR) – Ministry of Education 

Need help?

Contact our Customer Contact Team on customerservice@tec.govt.nz or call 0800 601 301.