SDR Roadshows 2015 November 2015

Introduction – Brendan Kelly DCE Information, TEC

Catherine Dyhrberg – Tertiary Education Commission

Youth Guarantee Updates

Key announcements in the Youth Guarantee (YG) space › Additional Trades Academy places › Secondary Tertiary Partnership (STP) pilot confirmed for 2016 › Indicative 2016 YG allocations with TEOs › Supplementary YG 159L Funding Determination

Sarah Wang – Tertiary Education Commission Choon Sze Kung – Ministry of Education

SDR Updates

Topics for today › Indicative Enrolment Data Collection (IND) timing for 2016 › Single Data Return (SDR) timing for 2016 › SDR Stop Gate effective from December 2015 SDR › A couple of reminders › IRDNO Collection – ceases in 2016 › NZSCED Code 000000 will be invalid from SDR December 2015 › Workforce Questionnaire 2015 › SDR Technology Refresh Project update

Indicative Enrolment Data Collection (IND) › What is IND? › The Indicative Enrolment (IND) is a set of data items that are specifically required by the Ministry of Education to give early indicators of demand shifts and trends that may impact vote management and policy impacts. › The main benefit of the IND is to provide early information on demand for policy impacts, and responsiveness to changes in economic conditions. The results of the collection will be used to determine trends – establishing statistical models that facilitate prediction of full-year outcomes. › No provider’s funding would be affected.

IND Timing for 2016 › Extraction date for IND is ninth Wednesday of the year 2 March 2016 › Submission date for IND is tenth Wednesday of the year 9 March 2016 All students, courses and enrolments for the year are to be included. › The user guide for IND can be downloaded from http://steo.govt.nz/sdr/sdr-other-user-guides-and-forms/

Indicative Enrolment Data Collection (IND) 3 Files required for IND: › Student File – INDSTUD####.txt –Records for individual students. –INDSTUD file format is same as the SDR STUD file format. › Course Enrolment File - INDCOUR####.txt –Records of all valid student enrolments in courses. –INDCOUR file format is same as the SDR COUR file format. › Course Register File – INDCREG####.txt –Records of all courses. –INDCREG file format is same as the SDR CREG file format.

Indicative Enrolment Data Collection (IND) IND Files

No. of Validations

INDSTUD

10

INDCOUR

16

INDCREG

12

Total

38

Indicative Enrolment Data Collection (IND) 10 x Validation applicable to INDSTUD file: Error Code

Field Name

Error Description

2

ID

Student ID is not unique in student file

5

ID

Student ID is blank

100

INSTIT

Provider code is not on the provider list

101

GENDER

GENDER is not M or F

102

DOB

DOB is not valid (blank and 999999 are not valid)

121

CITIZEN

CITIZEN is blank

132

CITIZEN

CITIZEN code is not on classification list

408

DOB

Age is less than 10 or greater than 100

545

CITIZEN

Citizen Code is not valid for return year

310

File line

Record not in correct format

Indicative Enrolment Data Collection (IND) 16 x Validation applicable to INDCOUR file: Error Code

Field Name

Error Description

1

ID

Student ID in course enrolment file is not in student file

5

ID

Student ID is blank

6

QUAL

Qualification Code is missing in Course Enrolment file

15

COURSE

Student is enrolled in COURSE more than once with same start date

16

EFTS_MTH

EFTS_MTH is not numeric or greater than 0.9999

21

CLASS

CLASS is not a valid classification code

22

NZSCED

NZSCED is not valid

23

NZSCED

NZSCED is blank

25

CATEGORY

CATEGORY is not a valid category code

36

COURSE

COURSE is blank

45

FACTOR

FACTOR is blank or zero in course register file

100

INSTIT

Provider code is not on the provider list

563

RESIDENCY

RESIDENCY code is other than Y or N

590

ASSIST

ASSIST is Blank or not a valid classification code

611

FUNDING

FUNDING is blank or not a valid funding code

310

File line

Record not in correct format

Indicative Enrolment Data Collection (IND) 12 x Validation applicable to INDCREG file: Error Code

Field Name

Error Description

8

COURSE

COURSE is not unique on course register file

17

QUAL

Qualification Code is missing in Course Register file

21

CLASS

CLASS is not a valid classification code

22

NZSCED

NZSCED is not valid

23

NZSCED

NZSCED is blank

25

CATEGORY

CATEGORY is not a valid category code

36

COURSE

COURSE is blank

41

CTITLE

CTITLE is blank

45

FACTOR

FACTOR is blank or zero in course register file

54

NZQFLEVEL

NZQF Level is blank or not valid

100

INSTIT

Provider code is not on the provider list

310

File line

Record not in correct format

How to submit IND

Click here

How to submit IND

How to submit IND

How to submit IND

How to submit IND

SDR change of timing

Single Data Return (SDR) August 2015 SDR › A Success - New August SDR submission timing. › Your responses to the date change have resulted in a very successful round. › Thanks to all of you for the time and effort you have put in to make this transition such a success.

Single Data Return (SDR) April 2016 SDR › New April 2016 SDR timing. 16 to 29 April 2016 › Submit Course Changes early. › Detailed due dates will be sent out closer to SDR round.

Single Data Return (SDR) Timing for 2016

SDR Stop Gate

SDR Stop Gate Effective – From December 2015 SDR. Purpose of Stop Gate – Help managing any late submissions and resubmissions of SDRs. What is SDR Stop Gate? – A locking mechanism to restrict a full set of SDR being submitted outside SDR round. – A releasing mechanism to unlock for submission upon TEC Approval.

SDR Stop Gate Effective from Dec 2015 SDR What this means: › NO change to current SDR validation, processing and submission process. › Stop Gate do not apply to: Courses Register, Course Completion and Qualification Completions, i.e. these can be processed and submitted anytime. › During each SDR round  SDR can be processed and submitted multiple times › After SDR round due date  A full set of SDR can be processed multiple times but NO submit link  To submit, contact TEC. Permission to submit will be granted upon approval. › A previous years December SDR can always be processed. However, they will be locked for submission unless released by TEC.

SDR Stop Gate timeline

Green block: SDR can be processed and submitted multiple times Red block:  NO submit link to a full set of SDR file  Permission to submit will be granted upon TEC approval

What you need to do and What happen then To request re-submission, you need to › Have the processed SDR file ready in the SDR system › Sign off the Re-submission request form

What you will see – Before Approval SDR processed outside the round › You will NOT see the Submit link for a full set of SDR files

What you will see – After Approval › Once TEC grant the extension of the re-submission, you will see the Submit link with expiry date, do finish your submission within 5 calendar days

To clarify again The SDR consists of 5 files: › CREG – the course register file that has data on the course you offer › STUD – the student file that has data on the students enrolled at your organisation › COUR – the enrolment file that has data on the students enrolments › COMP – the course completion file that has data on your course completions › QUAL – the qual completion file that has data on your qual completions

Stop Gate applies to this ONLY

A couple of reminders

Summary Report Changes Additional breakdown of Funding and change of headings in Student Enrolment Summary Change of headings under Actual and Forecast EFTS by Course Classifications

Error 635

Please do not report any level 1 and 2 enrolments using SoF of 01 › We introduced a validation to prevent a level 1 and 2 qual being coded to 01.  Error

635: FUNDING is 01 and QUAL NZQF LEVEL is 1 or 2

Topics for today › Indicative Enrolment Data Collection (IND) Timing for 2016 √ › Single Data Return (SDR) Timing for 2016 √ › SDR Stop Gate Effective from December 2015 SDR √ › A couple of Reminders √ › IRDNO Collection – Ceases in 2016 › NZSCED Code 000000 will be invalid from SDR December 2015 › Workforce Questionnaires 2015 › SDR Technology Refresh Project Update

Other SDR changes

IRDNO Collection – Ceases in 2016 › December 2015 SDR: › Please do not include IRDNO in your STUD file. › Warning 642 has been implemented to inform you that IRDNO has been included in the STUD file. › From April 2016 SDR onwards: › Please do not include IRDNO in your STUD file. › Warning 642 will updated to Error 642. › Should you receive Error 642, then you will be required to remove the IRDNO from your STUD file.

NZSCED Code = 000000

NZSCED Code 000000 invalid from December 2015 SDR › In June 2015, we asked you to cleanse courses where NZSCED = 000000 was being used. › Outcomes from the cleansing process: –The majority of these courses with NZSCED=000000 are closed courses - DO NOT need to fix these at this stage. –Closed courses with NZSCED=000000 will be able to be closed in bulk AFTER April 16 SDR. Instructions on how to bulk close these closed courses will be sent out in April 2016. › Fix the NZSCED for your active courses.

NZSCED Code 000000 What happens after 4 December 2015

› 000000 will be removed from NZSCED code list. › Once it is removed, if you submit SDR using courses with NZSCED code = 000000, error 22 will be generated. › Error 22 - NZSCED is not valid. › You must fix the NZSCED before submission.

NZSCED Code 000000 How to update NZSCED

You can update the course manually on TEC STEO website. These courses will be submitted as Course Changes and will be approved by TEC.

Workforce Questionnaire 2015

Annual Staff Data Collection Workforce Questionnaires 2015 and 2016 › Consultation on annual reporting of staffing data from tertiary education organisations completed. › Results of the consultation available on http://www.steo.govt.nz/consultations-with-the-tertiarysector/results-of-consultation-on-proposed-changes-to-the-annualtertiary-education-organisation-staff-data-collection/ .

Annual Staff Data Collection Workforce Questionnaires 2015 and 2016 › What this means to providers: › For 2015: –You are required to submit another workforce questionnaire using new template during December 2015 SDR –More details will be provided end of this year › For 2016: – Workforce questionnaire is to be submitted during December SDR - NOT August SDR – New template will be used

SDR Technology Refresh

SDR Technology Refresh Project Updates › What is SDR Technology Refresh? › The SDR system was first implemented in 2000 as a suite of interfacing servers, database and applications and websites. The system has undergone several transformations since its inception including major system architecture changes to support the separation of the Tertiary Education Commission and Ministry of Education in 2003. This resulted in two STEOs – MoE STEO and TEC STEO. › This year, the Ministry of Education and the Tertiary Education Commission have initiated a joint project to upgrade the Single Data Return Application (SDR) technology. This upgrade includes a major upgrade to the SDR technology platform and consolidating the two STEOs into a single STEO.

SDR Technology Refresh Project Updates What this means › No changes to the SDR processing and submission. › No changes to approval processes for course, qualification and delivery site changes. › No more TEC STEO. › New navigation replacing ‘TEC STEO’. › Screen changes to: –Qualification –Course –Delivery Sites

SDR Technology Refresh Project Updates Implementation Schedule › Go Live 10am Monday 14 March 2016. › SDR will be locked down: starting from Thursday 11 March 5:00pm, and ending on Monday 14 March 2016 10:00am › Self Paced Training Module will be available to all providers late February 2016. › User Guides will be available early March 2016.

Tertiary Sector Updates › Joint updates from MoE and TEC. › Regular updates on what might impact on you. › Updates are now published on http://www.steo.govt.nz/tertiary-sector-updates/ . › If you do not wish to receive these updates, please contact [email protected].

Sneak Preview The New STEO

Existing STEO MoE STEO

TEC STEO

Existing Detail Screens to Providers Detail screens at TEC STEO

New STEO – No More TEC STEO

Provider

New Look and Feel – Navigations

New Look and Feel – Detail Screens Qualification

New Look and Feel – Detail Screens Concurrent Study

New Look and Feel – Detail Screens Course

New Look and Feel – Detail Screens Delivery Site

Topics for today › Indicative Enrolment Data Collection (IND) timing for 2016 √ › Single Data Return (SDR) timing for 2016 √ › SDR Stop Gate effective from December 2015 SDR √ › A couple of Reminders √ › IRDNO Collection – ceases in 2016 √ › NZSCED Code 000000 will be invalid from SDR December 2015 √ › Workforce Questionnaires 2015 √ › SDR Technology Refresh Project update √

Ryan Mcfarlane– Tertiary Education Commission

2015 Educational Performance Indicators (EPIs)

Scope of 2015 EPI overview › A basic look at what the EPIs are –The relationship between the EPIs and the SDR › Some of the key things to remember about the EPIs

Key Documents › SDR Manual 2016 (quick guide available too) › EPIs; Measuring student achievement for tertiary education organisations. All funds reported through SDR. Definitions and methodology. › Frequently Asked Questions are available individually online – from our Resource Centre

Educational Performance Indicators Four key EPIs: › Successful Course Completion › Student Retention › Qualification Completion › Student Progression and › Student Participation

Successful Course Completion The EFTS value of courses successfully completed in a year as a proportion of the EFTS value of all courses ending in that year. › Course End Date determines the reporting year › Course completion records are matched to course enrolment records using TEO, NSN, Course Code and Course Start Date › EFTS by Month fields are used to determine the EFTS value (not the Course EFTS Factor) › Not all courses are included

Student Retention Rate Of those who were enrolled in the prior year the proportion who either re-enrolled in the following year and/or completed a qualification in either year. › Re-enrolment has to be at the same TEO but can be in any fund › Qualification completion needs to be counted in the qualification EPI to be included in the retention calculation › For a reporting year of 2015 the enrolment year is 2014. › Only portion of an enrolment needs to be in 2014 for a student to be included.

Qualification Completion Rate EFTS value of qualifications completed in reporting year as a proportion of the EFTS value of all courses ending in that year. › Have concept of precise and imprecise qualification completions –Precise is where the qualification completion can be matched to a course enrolment using TEO, NSN and Qualification Code –Imprecise is where the qualification completion can only be matched on TEO and NSN › The value of the EFTS value of all courses ending in a year may not be the same as for the successful course completion EPI as different inclusion and exclusion criteria apply

Student Progression Rate Of those students who completed a qualification (Levels 1 to 4 only) how many enrolled in a higher level qualification › Progression can be to any SDR reported fund at any TEO › Enrolment has to occur within 12 months of the qualification being completed (final course end date) › A student can be counted more than once

Participation The proportion of EFTS delivered for a group of interest. › It is used to monitor the extent to which groups of New Zealanders such as Māori, Pacific, and young people are engaged in tertiary education › The EFTS delivered is that for the specific calendar year › Age is calculated as a 1 July of the year of enrolment

Some common issues › Cross year enrolments (starting in one year and ending in the next) –EFTS by Month across the two enrolments is greater than the Course EFTS Factor –Using one course code in one year and another in the following year –Using different start dates › Submitting a qualification completion where there are courses associated with the qualification that finish in a future year (the qualification completion is not counted towards your EPI) › Qualification completed is different from the qualification the student was enrolled in. Need to read rules around imprecise matching.

Data Accuracy Report › Placed on View My Document part of Workspace 2 › Shows issues with your data that may affect your EPI results –For example courses yet to complete, qualification completion where student still studying towards the qualification, and imprecise qualification completion matches › For further details refer to Data Accuracy Report; Guide for SACfunded tertiary education organisations

Publication of EPIs › Provisional files will be placed under ‘Home’ section of Workspace2 › Finalise data with sector in May 2016 › Goes through sign off process before being released –first the TEC then Minister for Tertiary Education › Released on TEC website

Francesca Yalden – Tertiary Education Commission

SDR EPI timeline changes

Why is the SDR EPI timeline changing? Good, timely information offers a number of benefits: › the earlier due date for submissions will give you and the TEC a clearer picture of performance sooner. This will support more effective planning and clarification of your performance-linked funding › it will allow learners, their advisors and the general public to compare relative performance between organisations earlier in the year › the new timeline will provide the TEC, our Board and the Minister with an earlier indication of investment decisions.

2016 SDR EPI timeline 9 March 2016

Submission date for IND 2016

26-28 February 2016 SDR freeze

January 29 January 2016 December SDR due

1 February 2016 SDR Stop Gate

February

March

4 May 2016

Release of final SAC and YG EPIs through Analyse My Performance

April

February/March/April 2016

May

24 June 2016 (TBC)

Release of 2015 EPIs on TEC website

June 22 June 2016 (TBC)

2015 SAC and YG Education Performance Indicators (EPIs) updated on Analyse My Performance

Release of SAC and YG EPI rankings through Analyse My Performance

29 April 2016 April SDR due

Final date for submission of updates for inclusion in 2015 published EPIs

Submissions after 29th April will not be included in the 2015 published EPIs IND – Indicative Enrolment Data Collection

How to submit course and qualification completions separately

How to submit course and qualification completions separately

Where to go for more information We will continue to communicate with you through your Investment Managers as well as the Sector Helpdesk who are here to answer your queries and support you through this change. Please see the website for their contact details. › Refer to page 9 of the SDR Manual for details on how to submit. › Refer to the SDR page on the TEC website for more information.

Morning Tea

Sector Helpdesk – Tertiary Education Commission

Changing your Qualification

Changing your Qualification › Gain approval from relevant quality assurance body › Notify the TEC of change and provide information › Submit the approval documents to TEC › Obtain approval from the TEC to update the qualification

Significant change a)

the EFTS value of the qualification; or

b)

the total number of credits in the qualification; or

c)

the timeframe* to complete the qualification; or

d)

the level of the qualification in the NZQF; or

e) the location or locations at which the qualification is delivered; or a change to the delivery mode of the qualification; or f) the number of courses that each student is expected to undertake to achieve the qualification; or g)

pre-requisite requirements.

*Gross Weeks

Minor change Definition of a minor change: A change to the qualification that does not change the size, level, core content or EFTS value

Important information about Qualifications

Qual Approval Documents What to look out for: › Weeks –Teaching Weeks –Recess Weeks › Hours –Teaching hours –Self-directed hours –Work experience › Credit/Points field

Qual Approval Documents con’t Ensure that hours and weeks match between approval documents and STEO

Qualification credits in STEO › Entering credits into Provider Credit/Points helps with Data Accuracy report. › Enter same credit values into both fields › TEC uses Provider Credit/Points for data collection

Loan Entry Threshold (LET) Length of enrolment (Gross Weeks) 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 - 52

Loan Entry Threshold (EFTs) 0.3 0.3 0.3 0.3 0.4 0.4 0.4 0.4 0.5 0.525 0.55 0.575 0.6 0.625 0.65 0.675 0.7 0.725 0.75 0.775 0.8

53 or more

1

Gross weeks = Teaching weeks + Recess weeks

Withdraw funding from your Qualification › Log into STEO and find the qualification › Tick the three request withdrawal checkboxes (EFTS, allowances and loans) in the qualification

› Write comment into reason for change and click save › TEC will action the withdrawal Note: Only withdraw a qualification once all enrolled students have completed.

Useful information

AMFM 2016 › Annual Maximum Fee Movement is 3% for 2016 for existing courses

Downloading your qualifications and courses from Which Course Where There is an advanced course and qual search facility on the Which Course Where session on STEO. Where you can download a CSV file of your courses and quals.

To get to the advanced search can be found: › The qual search can be found here. › The course search can be found here. › A guide to using the advanced search pages is on the STEO website.

Studylink Presentation

Careers NZ Presentation

Pre-submitted SDR questions

Any additional questions?

For more information Sector Helpdesk Tertiary Education Commission Email [email protected]