Import_Export Student Data - NZQA tab

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Last updated: Jul 05, 2024 by Graham Kidd
5 min read

Use the NZQA tab to:

  • import the standards file
  • export student details to the New Zealand Qualifications Authority
  • export student addresses to the New Zealand Qualifications Authority.

Note: You must map outbound Synergetic lookup table values to New Zealand values using the NZMOE - New Zealand Ministry of Education external system settings on the Interface Settings window. Using the Interface Settings window.

 Opening the NZQA tab

To open the NZQA tab:

  1. Select Module > Students > Student Data Import/Export from the main menu.
    The WA SCSA tab of the Import/Export Student Data window is displayed.
    Tip: You can also access the student import and export functions by clicking .
  2. Click the NZQA tab.
    The NZQA tab is displayed.

Import/Export Student Data - NZQA tab key fields and buttons

Actions

Select an Import/Export Action to perform.

ActionDescription
Import standards file

Import a standards file.

This file is supplied by NZQA to School software providers and contains a full list of current standards on the Directory of Assessment Standards (DAS) and the current Scholarship standards. This file is sent to software providers at the beginning of each year with several monthly updates also sent during the year.

File conventions

- The file is a variable length ASCII text file terminated by carriage return and line feed, with fields delimited by “*”.

- The file is named “standard.txt”

First Record

- The first record has a special format to record the date generated at NZQA.

- Standardfiledate = YYYYMMDD where “YYYYMMDD” is the date created.


 Click to view field configurations

Import Standards File
The following lists the fields of the NZQA Standards file and their database import destination in Synergetic, and where they can then be seen within Synergetic post-import.

Column

Heading

(NZQA Field Name)

NZQA Comments: 
1Standard Number

DAS Standard number

Example: *5340*
Configuration

Field is imported into the the Synergetic Database field StandardNumber of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Number field of 

Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab.

2Standard Version

DAS Standard Version number

Example: *3*
Configuration

Field is imported into the the Synergetic Database field StandardVersion of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Version field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab.

3Standard Type

U=Unit Standard
A=Achievement Standard
S = Scholarship

Configuration

Field is imported into the the Synergetic Database field StandardType of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Type field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window. See Current Student Maintenance - NCEA tab.  See Current Student Maintenance - NCEA tab.

4Standard TitleTitle of Standard
Configuration

Field is imported into the the Synergetic Database field StandardTitle of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Title field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

5Level

Level of Standard

Example: *3*
Configuration

Field is imported into the the Synergetic Database field Level of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Level field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

6Credits
Configuration

Field is imported into the the Synergetic Database field Credits of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Credits field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

7Field Code

DAS Field code of Standard

Example: *72*
Configuration

Field is imported into the the Synergetic Database field FieldCode of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Field Code field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

8Field NameDAS Field name of Standard
Configuration

Field is imported into the the Synergetic Database field FieldName of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Field Name field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

9Subfield Code

DAS Sub-field code of Standard

Example: *299*
Configuration

Field is imported into the the Synergetic Database field SubfieldCode of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Subfield Code field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

10Subfield NameDAS Sub-field name of Standard
Configuration

Field is imported into the the Synergetic Database field SubfieldName of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Subfield Name field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

11Domain Code

DAS Domain code of Standard

Example: *1059*
Configuration

Field is imported into the the Synergetic Database field DomainCode of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Domain Code field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.

Current Student Maintenance - NCEA tab

12Domain NameDAS Domain name of Standard
Configuration

Field is imported into the the Synergetic Database field DomainName of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Domain Name field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

13L1 Numeracy

Indicates if the standard counts towards Level 1 Numeracy

Values:

C = Corequisite
T = Numeracy Transition List
T R = Transition List (Restricted Usage)
N = Not Applicable

Configuration

Field is imported into the the Synergetic Database field L1Numeracy of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the L1 Numeracy field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

14L1 Literacy

Indicates if the standard counts towards Level 1 Literacy
Values:
T = Transition List (both NZC and Te Reo Matatini)
T NZC = Literacy Transition List Only
T TRM = Te Reo Matatini Transition List Only
T R = Transition List (Restricted Usage)
C NZC = NZC Corequisite
C TRM = Te Reo Matatini Corequsite
N = Not Applicable

Configuration

Field is imported into the the Synergetic Database field L1Literacy of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the L1 Literacy field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

15Assessment Method

Indicates the assessment method of the Standard

Values
I=Internally assessed

E=Externally assessed
Configuration

Field is imported into the the Synergetic Database field AssessmentOption of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Assessment Option field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

16Achieved/Merit/Excellence Permissible

Indicates the maximum result allowable for a Standard.

Values:

N (Not Applicable) e.g. Scholarship
A (Achieved) 
M (Achieved with Merit)
E (Achieved with Excellence)

Configuration

Field is imported into the the Synergetic Database field MeritPermissible of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Merit Permissible field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

17Translated Paper Available

Indicates if a translated exam paper is available for a Standard

Values:Y / N
Configuration

Field is imported into the the Synergetic Database field TranslatedPaperAvailable of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Translated Paper Available field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

18Answer in Te Reo Māori

Indicates if a standard can be answered in te reo Māori, including internally assessed standards

Values: Y / N
Configuration

Field is imported into the the Synergetic Database field TeReoAnswerPermissable of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Te Reo Answer Permissable field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

19Context

Indicates if a standard must have a context

Values: Y / N

Configuration

Field is imported into the the Synergetic Database field Context of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Context field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

20Last Assessment Date

Indicates last assessment date of standard version

Format: dd/mm/ccyy
Configuration

Field is imported into the the Synergetic Database field LastAssessmentDate of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the LastAssessmentDate field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

21UE Numeracy

Indicates if the standard counts towards UE Numeracy

Values:

C = Corequisite
T = Numeracy Transition List
T R = Transition List (Restricted Usage)
N = Not Applicable

Configuration

Field is imported into the the Synergetic Database field UENumeracy of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the UE Numeracy field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

22UE Literacy Read

Indicates UE Literacy Read standard

Values: Y / N
Configuration

Field is imported into the the Synergetic Database field UELiteracyRead of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the UELiteracyRead field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

23UE Literacy Write

Indicates UE Literacy Write standard
Values: Y / N

Configuration

Field is imported into the the Synergetic Database field UELiteracyWrite of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the UE Literacy Write field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

24UE Māori Literacy Read

Indicates UE Māori Literacy Read standard

Values: Y / N
Configuration

Field is imported into the the Synergetic Database field UEMaoriLiteracyRead of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the UE Maori Literacy Read field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

25UE Māori Literacy Write

Indicates UE Māori Literacy Write standard

Values: Y / N
Configuration

Field is imported into the the Synergetic Database field UEMaoriLiteracyWrite of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the UE Maori Literacy Write field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

26Assessment Request Indicator

Indicates available types for the given standard and assessment opportunity.
Example: 1=DE|PE;2=DE|PE;3=DS

Available Assessment Request Types:
DE = Digital Exam
PE = Paper Exam
DS = Digital Submission
PS = Physical Submission

The first Assessment Request Type should be the default available to schools.

Configuration

Field is imported into the the Synergetic Database field AssessmentRequestIndicator of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Assessment Request Indicator field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

27Assessment Session Code

Indicates the assessment session for each externally assessed standard.

This includes non-exam-based external assessment.

Example: *L1-CHEM*
Configuration

Field is imported into the the Synergetic Database field AssessmentSessionCode of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Assessment Session Code field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

28Digital Practice Exam Available

Indicates if an externally assessed digital exam standard is available for Digital Practice Exam

Values: Y/N
Configuration

Field is imported into the the Synergetic Database field Digital Practice Exam of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Digital Practice Exam field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab

29Assessment Opportunities


Indicates the maximum number of assessment opportunities available for externally assessed standards.

Configuration

Field is imported into the the Synergetic Database field AssessmentOpportunities of table dbo.SubjectAssessmentNCEAStandards, and is visible in Synergetic in the Assessment Opportunities field of Current Student Maintenance > Select Standard row … Std > NCEA Standard Window.  See Current Student Maintenance - NCEA tab


30Excluded StandardsIndicates which other standards the given standard has an exclusion pair with. If more than one exists, they are separated by a “|” character.
For more information about exclusions please see our website: https://www2.nzqa.govt.nz/ncea/subjects/standards-exclusion-list/



-Standard LanguageStandard Language was removed by NZQA years ago and no longer appears in the Standards Import File but the field still exists in dbo.SubjectAssessmentNCEAStandards for historical purposes.

Export entries and results file

Export an entries and results file

From - '01 - Secondary Schools Data Exchange - 2024 Specifications V4.3' Paragraph 4.  Student Entries - dated 15 March 2024:

Student Entries

This file is sent from a School to NZQA and contains student details and entry data for their students entering NQF or Scholarship standards in the current academic year.

This file must be sent to NZQA at the beginning of every month from April however schools can elect to send this file more frequently.

File conventions

- This file is in XML format for 2024 (see file format and XML schema formats).

- Date field format are ccyy-mm-dd.

- The file name is nceannnnn.xml or nceannnnn.gzip, where nnnnn is the MoE School number (e.g. ncea00257).


 Click to view field configurations

Export entries and results file
The following lists the fields of the Export entries and results file XML file and where their source can then be seen within Synergetic.

NZQA Element Description

Field Description

DataExtractionDateTimeDate and time file created
Example: 2021-05-23T13:20:00
Key configuration details
Mandatory
  • This value records the Date and Time the file was created. 
  • This value has a maximum field length of 19.
  • This value has the Type Date-Time
  • This value has the format YYYY-MM-DDTHH:MM:SS
AcademicYearAcademic Year
Key configuration details
Mandatory
  • This value is defined using the Year field on the NZQA tab of Student Data Import/Export… window.
  • This value has a maximum field length of 4.
  • This value has the Type Integer
  • This value has the format YYYY.
SoftwareID 

Software ID for Synergetic provided by NZQA, for Synergetic is 525

Key configuration details
Mandatory
  • This value is hardcoded, and is the Unique identifier for an SMS, available on request from NZQA (Synergetic = 525)
  • This value has a maximum field length of 3.
  • This value has the Type N as defined by NZQA
SoftwareVersionNumberIdentifies the SMS software version number used to generate the file
Key configuration details
Optional
  • The version number of Synergetic that the school is running
  • This value has a maximum field length of 60.
  • This value has the Type Alphanumeric.
ProviderNumberMoE Provider Number of School.  Example: 75
Key configuration details
Mandatory
  • This value is defined using the Configuration Key field Students|DataExport|NZQA|ExportResults|DefaultProviderCode. See Configuration File Maintenance window.
  • This value has a maximum field length of 5.
  • This value has the Type N as defined by NZQA
ProviderLocationNumberProvider Location Number Example: 01
Key configuration details

  • This value is defined using the Configuration Key field Students|DataExport|NZQA|ExportResults|DefaultProviderLocationCode. See Configuration File Maintenance window.
  • This value has a maximum field length of 2.
  • This value has the Type N as defined by NZQA

(Course Details)

FileTypeCode

(This is actually an attribute of the SecondaryCourses element)

File Type Code - Secondary Courses File type

Key configuration details

  • This value is hard-coded as FR
  • This value has a maximum field length of 2.
  • This value has the Type Alphanumeric.
(Course Details)
SecondaryCourseNumber

Secondary Course Number

A unique number that identifies a secondary course.  Optional but must be supplied if Secondary Course Name is supplied

Key configuration details
Optional
  • This value is defined using the Assessment Code (Code) field of Subject Area Assessment Maintenance. See Maintaining subject assessments.
  • This value has a maximum field length of 10.
  • This value has the Type Alphanumeric.
(Course Details)
SecondaryCourseName		Description of Course
Optional but must be supplied if SecondaryCourseNumber is supplied
Key configuration details
Optional
  • This value is defined using the Assessment Heading (Heading) field of Subject Area Assessment Maintenance. See Maintaining subject assessments.
  • This value has a maximum field length of 60.
  • This value has the Type Alphanumeric.
(Course Details)
ShortCourseIndicator

Short Course Indicator

Indicator to advise NZQA that course does not have sufficient credits for endorsement

Key configuration details
Optional
    • This value is defined using the Short Course field of Subject Area Assessment Maintenance. See Maintaining subject assessments.
    • Has the values: 1, 0, True, False
    • This value has a maximum field length of 5.
    • This value has the Type Alphanumeric.
(Learner Enrolment Details)
FileTypeCode
(This is actually an attribute of the LearnerEnrolment element)

File Type Code - Learner Enrolment File Type 

Key configuration details
Mandatory
  • This value is always FR (Full Replacement)
  • This value has a maximum field length of 2.
  • This value has the Type Alphanumeric.
NationalStudentNumberStudent’s National Student Number
Key configuration details
Mandatory
  • Value examples, eg: 0123456789 or 123456789 leading 0 optional.  No separators eg: ‘-’ or ‘/’
    Ref: MoE 2021 SMS Roll Returns Page 45
  • This value is defined using the NSN field of the NZMOE or Codes tabs in Current Student Maintenance. See Current Student Maintenance - NZMOE tab or Current Student Maintenance - Codes tab.
  • This value has a maximum field length of 10.
  • This value has the Type N as defined by NZQA
LocalIdentifier

Community ID.

Key configuration details
Mandatory
  • School’s own unique student id, example: ABC4880
    Ref: MoE 2021 SMS Roll Returns Page 51
  • This value is defined using the ID field of Community Maintenance. See Community.
  • This value has a maximum field length of 10.
  • This value has the Type Alphanumeric.
FirstNameStudent’s first name
Key configuration details
Mandatory
  • Ref: MoE 2021 SMS Roll Returns Page 51
  • This value is defined using the Given 1 field of the Name tab of Community Maintenance. See Community Maintenance - Name tab.
  • This value has a maximum field length of 60.
  • This value has the Type Alphanumeric.
MiddleNameStudent’s first middle name
Key configuration details
Optional
  • Ref: MoE 2021 SMS Roll Returns Page 51
  • This value is defined using the Given 2 field of the Name tab of Community Maintenance. See Community Maintenance - Name tab.
  • This value has a maximum field length of 30.
  • This value has the Type Alphanumeric.
MiddleNameStudent’s second middle name
Key configuration details
Optional
  • Ref: MoE 2021 SMS Roll Returns Page 51
  • This value is defined using the Given 2 field of the Name tab of Community Maintenance. See Community Maintenance - Name tab.
    Given 2 is broken into two names if there is space in it.
  • This value has a maximum field length of 30.
  • This value has the Type Alphanumeric.
LastNameStudent’s surname
Key configuration details
Mandatory
  • Ref: MoE 2021 SMS Roll Returns Page 51
  • This value is defined using the Surname field of the Name tab of Community Maintenance. See Community Maintenance - Name tab.
  • This value has a maximum field length of 60.
  • This value has the Type Alphanumeric.
GenderCodeGender Code
Key configuration details
Mandatory
  • Has the values: M or F
    Ref: MoE 2021 SMS Roll Returns Page 42
  • This value is defined using the Gender field of the Name tab of Community Maintenance. See Community Maintenance - Name tab.
  • This value has a maximum field length of 1.
  • This value has the Type Alphanumeric.
BirthDateStudent’s date of birth
Key configuration details
Mandatory
  • This value is defined using the Date of Birth field of the Name tab of Community Maintenance. See Community Maintenance - Name tab.
  • This value has Format of YYYY-MM-DD
    Example: 1989-05-19
  • This value has a maximum field length of 10.
  • This value has the Type Date.
EthnicityCodeStudent’s 1st ethnicity code
Key configuration details
Mandatory
  • Example: 111
    Ref: MoE 2021 SMS Roll Returns Page 42,43
  • This value is defined using the Ethnic Group 1 field of the NZMOE tab in Current Student Maintenance. See Current Student Maintenance - NZMOE tab.
  • This value has a maximum field length of 5.
  • This value has the Type N as defined by NZQA
EthnicityCodeStudent’s 2nd ethnicity code
Key configuration details
Optional
  • Example: 211
    Ref: MoE 2021 SMS Roll Returns Page 42,43
  • This value is defined using the Ethnic Group 2 field of the NZMOE tab in Current Student Maintenance. See Current Student Maintenance - NZMOE tab.
  • This value has a maximum field length of 5.
  • This value has the Type N as defined by NZQA
EthnicityCodeStudent’s 3rd ethnicity code
Key configuration details
Optional
  • Example: 421
    Ref: MoE 2021 SMS Roll Returns Page 39
  • This value is defined using the Ethnic Group 3 field of the NZMOE tab in Current Student Maintenance. See Current Student Maintenance - NZMOE tab.
  • This value has a maximum field length of 5.
  • This value has the Type N as defined by NZQA
IwiCodeStudent’s 1st Iwi affiliation
Key configuration details
Mandatory where ethnicity is Māori
  • Example: 0101
    Ref: MoE 2021 SMS Roll Returns Page 42
  • This value is defined using the IWI 1 field of the NZMOE tab in Current Student Maintenance. See Current Student Maintenance - NZMOE tab.
  • This value has a maximum field length of 4.
  • This value has the Type N as defined by NZQA
IwiCodeStudent’s 2nd Iwi affiliation
Key configuration details
Optional
  • Example: .0809
    Ref: MoE 2021 SMS Roll Returns Page 42
  • This value is defined using the IWI 2 field of the NZMOE tab in Current Student Maintenance. See Current Student Maintenance - NZMOE tab.
  • This value has a maximum field length of 4.
  • This value has the Type N as defined by NZQA
IwiCodeStudent’s 3rd Iwi affiliation
Key configuration details
Optional
  • Example: 1004
    Ref: MoE 2021 SMS Roll Returns Page 342
  • This value is defined using the IWI 3 field of the NZMOE tab in Current Student Maintenance. See Current Student Maintenance - NZMOE tab.
  • This value has a maximum field length of 4.
  • This value has the Type N as defined by NZQA
CitizenshipCountryCodeStudent’s country of citizenship
Key configuration details
Mandatory for student type FF
  • Ref: MoE 2021 SMS Roll Returns Page 36
  • This value is defined using the Country of Citizenship field of the NZMOE tab in Current Student Maintenance. See Current Student Maintenance - NZMOE tab.
  • This value has a maximum field length of 3.
  • This value has the Type Alphanumeric.
AddressLineTextStudent’s address line 1
Key configuration details
Mandatory
  • This value is defined as per the Note below.
  • This value has a maximum field length of 40.
  • This value has the Type Alphanumeric.

Note:  

Override Address
If Students > Current Student Maintenance > NZQA > Override Address (for Export Only) is ticked Address comes from the Address field of NZQA tab. (ignore next cases.)

See: Current Student Maintenance - NZQA tab

Whose Address?
If the Configuration Key: Students | DataExport | NZQA | AddressContact = SC1 then the Primary Contact's Address is used
If the Configuration Key: Students | DataExport | NZQA | AddressContact is left blank then the highest "Lives With" Contact's Address is used 

See: Configuration File Maintenance window

Which Address?
If Students | DataExport | NZQA | AddressType = H then Home Address is used, otherwise Postal Address.

See: Configuration File Maintenance window and Community Maintenance - Home Address tab or Community Maintenance - Postal Address tab

AddressLineTextStudent’s address line 2
Key configuration details
Mandatory
  • This value is defined as per the Note above.
  • This value has a maximum field length of 40.
  • This value has the Type Alphanumeric.
AddressLineTextStudent’s address line 3
Key configuration details
Optional
  • This value is defined as per the Note above.
  • This value has a maximum field length of 40.
  • This value has the Type Alphanumeric.
AddressLineTextStudent’s address line 4
Key configuration details
Optional
  • This value is defined as per the Note above.
  • This value has a maximum field length of 40.
  • This value has the Type Alphanumeric.
PostCodePost Code
Key configuration details
Optional
  • This value is defined as per the Note above.
  • This value has a maximum field length of 4.
  • This value has the Type N as defined by NZQA
EnrolmentDateDate student enrolled at this school
Key configuration details
Mandatory
  • This value is defined using the EntryDate field of the NZQA tab of Current Student Maintenance. See Current Student Maintenance - NZQA tab.
  • This value has Format of YYYY-MM-DD
    Example: 2021-05-13
  • This value has a maximum field length of 10.
  • This value has the Type Date.
(Learner Enrolment)
WithdrawnIndicator		Indicates that the student has withdrawn from all assessment
Key configuration details
Optional
  • This value is defined using the Withdrawn field of the NZQA tab of Current Student Maintenance. See Current Student Maintenance - NZQA tab.
  • Has the values: 1, 0, True, False
  • This value has a maximum field length of 5.
  • This value has the Type Alphanumeric.
StudentTypeCodeType of student - funding purposes
Key configuration details
Mandatory
  • This value is defined using the Student Type field of the NZMOE tab in Current Student Maintenance. See Current Student Maintenance - NZMOE tab.
    Example: FF….
    Ref: MoE 2021 SMS Roll Returns Page 52
  • This value has a maximum field length of 6.
  • This value has the Type Alphanumeric.
TertiaryReleaseIndicatorAuthority to release student’s results
Key configuration details
Mandatory
  • This value is defined using the Tertiary Release field of the NZQA tab of Current Student Maintenance. See Current Student Maintenance - NZQA tab.
  • Has the values: 1, 0, True, False
  • This value has a maximum field length of 5.
  • This value has the Type Alphanumeric.
StudentSortCodeStudent’s NZQA sort code
Key configuration details
Mandatory
  • The source of this value is defined using the ExportSortKey field of luYearLevel in Lookup Tables Maintenance. See Lookup Table Maintenance window.
    Default = Form        See: Current Student Maintenance - School tab
    Example: 13AB
  • Sort order for admission slips
    Often form class of student
  • This value has a maximum field length of 6.
  • This value has the Type Alphanumeric.
PaymentAmountAmount paid by student to school for current year NZQA fees
Key configuration details
Optional
  • This value is defined using the Payment Amount field of the NZQA tab of Current Student Maintenance. See Current Student Maintenance - NZQA tab.
    Example: 375.00
  • This value has a maximum field length of 8.
  • This value has the Type N as defined by NZQA
LeavingDateDate student departed this school
Key configuration details

  • This value is defined using the Leaving Date field of the NZQA tab of Current Student Maintenance. See Current Student Maintenance - NZQA tab.
  • This value has a maximum field length of 10.
  • This value has Format of YYYY-MM-DD
    Example: 2021-09-06
  • This value has the Type Date
LeaversCode
Key configuration details
Optional but Mandatory if Leaving Date is not blank
  • This value is defined using the Leaving Reason field of the NZQA tab of Current Student Maintenance. See Current Student Maintenance - NZQA tab.
  • This value has a maximum field length of 1.
  • This value has the Type Alphanumeric.
(Exam Centre Details)
ProviderNumber

MoE Provider Number of school

Key configuration details

Not Exported

  • Note: Synergetic does not provide because for the non-Synergetic Schools: Correspondence School and Westmount use only
    Example: 75
  • Optional but mandatory if Provider location number is suppled
  • This value has a maximum field length of 5.
  • This value has the Type Alphanumeric.
(Exam Centre Details)
ProviderLocationNumber		School location code
Key configuration details

Not Exported

  • Note: Synergetic does not provide because for the non-Synergetic Schools: Correspondence School and Westmount use only
    Example: 01
  • Optional but mandatory if Provider location number is suppled
  • This value has a maximum field length of 2.
  • This value has the Type Alphanumeric.
FinancialAssistanceTypeCode
Financial assistance type
Key configuration details
Optional

B = Benefit
I = Income
F= Family

  • This value has a maximum field length of 1.
  • This value has the Type Alphanumeric.
CommunityServicesCardNumberCommunity Services Card Number
Key configuration details
Mandatory if Assistance Type = “B”
Optional if Assistance Type = “I”
  • This value is defined using the Benefit Number field of the NZQA tab of Current Student Maintenance. See Current Student Maintenance - NZQA tab.
  • This value has a maximum field length of 15.
  • This value has the Type Alphanumeric.
NumberOfStudentsCountNumber of students on application
Key configuration details
Mandatory if Assistance Type is not blank
  • This value is defined using the Number of Siblings (Candidate Count) field of the NZQA tab of Current Student Maintenance. See Current Student Maintenance - NZQA tab.
    Example: 2
  • This value has a maximum field length of 2.
  • This value has the Type N as defined by NZQA
StandardNumberNQF Standard
Example: 744
Key configuration details
Mandatory
  • This value is defined using the Number field of the NCEA tab of Current Student Maintenance. See Current Student Maintenance - NCEA tab.
    Example: 744
  • This value has a maximum field length of 5.
  • This value has the Type N as defined by NZQA
StandardVersionNumberNQF Standard Version
Key configuration details

  • This value is defined using the Version field of the NCEA tab of Current Student Maintenance. See Current Student Maintenance - NCEA tab.
    Example: 1
  • This value has a maximum field length of 2.
  • This value has the Type N as defined by NZQA
ContextCodeContext Code
Key configuration details
Mandatory if standard requires a context code.
Left in schema in case it is re-introduced in later years.
  • This value is defined using the Context field of the NCEA tab of Current Student Maintenance. See Current Student Maintenance - NCEA tab.
  • This value has a maximum field length of 3.
  • This value has the Type Alphanumeric.
SecondaryCourseNumberA unique identifier that links a standard to a school course for a learner
Key configuration details
Optional
  • This value is defined using the Course (Assessment Code) field of the NCEA tab of Current Student Maintenance. See Current Student Maintenance - NCEA tab.
  • This value has a maximum field length of 10.
  • This value has the Type Alphanumeric.
TeReoPaperIndicatorRequest for a translated exam paper
Key configuration details
Optional
  • This value is defined using the Te Reo Paper Req field of the NCEA tab of Current Student Maintenance. See Current Student Maintenance - NCEA tab.
  • Only valid for externally assessed standards as indicated on standards file.
    Values: 1, 0, True, False
  • This value has a maximum field length of  5.
  • This value has the Type Alphanumeric.
TeReoAnswerIndicatorIndicates the student will submit work in te reo Māori
Key configuration details
Optional
  • This value is defined using the Te Reo Answer Req field of the NCEA tab of Current Student Maintenance. See Current Student Maintenance - NCEA tab.
  • Applies to both externally and internally assessed standards
    Values: 1, 0, True, False
  • This value has a maximum field length of 5.
  • This value has the Type Alphanumeric.
AssessmentRequestTypeDenotes the request is for a Digital Exam/ Paper Exam or Digital Submission / Physical Submission.
Key configuration details
Optional

DE = Digital Exam
PE = Paper Exam
DS = Digital Submission
PS = Physical Submission

  • This value has a maximum field length of 2.
  • This value has the Type Alphanumeric.
DigitalPracticeExamIndicatorIndicates that the student will be doing the Digital Practice Exam.
Key configuration details
Optional
  • This value is defined using the Digital Practice Exam Requested field of the NCEA tab of Current Student Maintenance. See Current Student Maintenance - NCEA tab.
    Values: 1, 0, True, False
  • This value has a maximum field length of 5.
  • This value has the Type Alphanumeric.
AssessmentOpportunityIndicates which external assessment opportunity for a given standard the student will participate in.
Key configuration details
Mandatory for externally assessed standards as indicated on standards file.
  • This value is defined using the Assessment Opportunity field of the NCEA tab of Current Student Maintenance. See Current Student Maintenance - NCEA tab.
    Values: 1 to the number indicated by Field 29 “Assessment Opportunities” of the current Standards file.
  • Please note only one opportunity can be selected per entry.
  • This value has a maximum field length of 2.
  • This value has the Type N as defined by NZQA
EntrySortCodeIndicates an entry-based sort key that can be used for externally assessed standards to assist teachers in rooming learners for CAAs or filtering learners for digital submissions.
Key configuration details
Optional

Note: Synergetic does not provide

  • This value has a maximum field length of 2.
  • This value has the Type N as defined by NZQA
(Entry Details)
WithdrawnIndicator		Indicates Student has withdrawn from assessment in this entry
Key configuration details
Optional
  • This value is defined using the Withdrawn field of the NCEA tab of Current Student Maintenance. See Current Student Maintenance - NCEA tab.
    Values: 1, 0, True, False
  • This value has a maximum field length of 5.
  • This value has the Type Alphanumeric.
CompletionDateDate standard was assessed.
Key configuration details
Mandatory if Result is not blank
  • This value is defined using the Completed field of the NCEA tab of Current Student Maintenance. See Current Student Maintenance - NCEA tab.
  • This value has Format of YYYY-MM-DD
    Example: 2021-05-23
  • This value has a maximum field length of 10.
  • This value has the Type Date.
SecondaryResultCodeThe result reported by the school for internally assessed standards (the assessed result), or externally assessed standards (derived grade for unexpected events).
Key configuration details
Mandatory if CompletionDate is not blank.
  • This value is defined using the Result field of the NCEA tab of Current Student Maintenance. See Current Student Maintenance - NCEA tab.
  • Merit and Excellence not available for all Unit Standards, identified by Field 16 “Achieved/Merit/Excellence Permissible” of the current Standards file.
  • This value has a maximum field length of 5.
  • This value has the Type Alphanumeric.
(Assessing Provider Details)
ProviderNumber		MoE Provider Number
Key configuration details
Mandatory where standard is assessed by another provider
  • This value is defined using the Provider field of the NCEA tab of Current Student Maintenance. See Current Student Maintenance - NCEA tab.
    (Provider Number includes Number and Location - Proc splits these.)
    Example: 498
  • This value has a maximum field length of 5.
  • This value has the Type N as defined by NZQA
(Assessing Provider Details)
ProviderLocationNumber		Provider location code
Key configuration details
Mandatory where standard is assessed by another provider
  • This value is defined using the Provider field of the NCEA tab of Current Student Maintenance. See Current Student Maintenance - NCEA tab.
    (Provider Number includes Number and Location - Proc splits these.)
    Value: 01 thru 99
  • This value has a maximum field length of 2.
  • This value has the Type N as defined by NZQA
LearnerRowCountA count of learner records
Key configuration details
Mandatory
  • This value is calculated by the Procedure that produces the Export.
    Example: 775
  • This value has a maximum field length of 6.
  • This value has the Type N as defined by NZQA
EntryRowCountA count of Standard records
Key configuration details
Mandatory
  • This value is calculated by the Procedure that produces the Export.
    Example: 7550
  • This value has a maximum field length of 6.
  • This value has the Type N as defined by NZQA
EmailEAddressE-mail address of person submitting file to NZQA
Key configuration details

  • This value is the default email of logged in User.
  • This value has a maximum field length of 255.
  • This value has the Type Alphanumeric.
CommentTextComments supplied for this file for the Data Group
Key configuration details

Note: Synergetic does not provide.

  • Appended to file when file submitted to NZQA.
  • Optional but if needed must be filled in once the file is uploaded.
  • This value has a maximum field length of 255.
  • This value has the Type Alphanumeric.

Import National Student Number File

This import file is no longer provided by NZQA.

NZQA stopped providing this file to schools in February 2011.

 Description

The description for this Import was:

Import a file that contains a list of students and their corresponding National Student number.

This file was supplied by NZQA to the requesting school and contained National Student Numbers (NSNs) of their students for the current academic year. This file was available as a dynamically generated downloadable file from the Schools’ secure website or on request to NZQA.

Note: If the student details on this file match the studies code or student details of an existing student in the Synergetic system, the National Student number is automatically added to the current student record. See Current Student Maintenance - Codes tab.If there are no exact matching students in the Synergetic system the Find Matching Student window displays showing possible matches. If none of these students match exactly, click Skip to continue with the import.

Import Student Billing Details File

This import file is no longer provided by NZQA.

NZQA stopped providing this file to schools in April 2010.

 Description

The description for this Import was:

Import student billing details.

This file was supplied by NZQA to the requesting school and contains billing details of their students for the current academic year. This file was available as a dynamically generated downloadable file from the Schools’ secure website or on request to NZQA.

Import Student Results File

Export an entries and results file

From - '01 - Secondary Schools Data Exchange - 2024 Specifications V4.3' Paragraph 5.  Student Entries - dated 15 March 2024:

Overview

This file is supplied by NZQA to the requesting school and contains results for their students for the specified academic year. This file is available as a downloadable file from the Schools’ secure website as a dynamic results file for a school for the academic year selected.

File Format

This file will be in XML from 2012 onwards.

The main XML Schema Definition (XSD), defining the structure of the XML documents to be generated, is:

- SecondaryLearnerData-2.0.xsd

 The XSD above contains references to components and types specified in the following XSDs:

- CommonNZQAComponents-6.0.xsd
- CommonTertiaryComponents-5.0.xsd
- TertiaryEducationBaseDataTypes-4.0.xsd


 Click to view field configurations

Import Student Results File

Element

Element Content (From NZQA)

./DataExtractionDateTime

Date the data was extracted and the file was created

Import details

  • This value is not imported.

  • This value records the Date and Time the file was created by NZQA.

  • Type:          Date & time

  • Cardinality: 1

./AcademicYear

The academic year that is the subject of the extracted data.

Import details

  • This value is not imported.

  • The imported data is imported into this Academic Year.

  • Type:          Integer

  • Cardinality: 1

./Provider/

Refer to sub-elements

Import details

  • This value is not imported.

  • Provider details are only used to determine if student results should be imported or not by identifying if result from home school or external school.

  • If Student Result is provided by home school then results not imported. 
    If Student Result is provided by external school then results imported. 

  • Type:           Complex

  • Cardinality:  0, 1

../ProviderNumber

The MoE ID of the provider requesting the file

Import Details

  • This value is not imported.

  • Type: Integer

  • Cardinality: 1

../ProviderLocationNumber

The location of the provider requesting the file

Import Details

  • This value is not imported.

  • Type: Integer

  • Cardinality: 1

./Learners/Learner/

Refer to sub-elements

Import Details

  • This value is not imported.

  • Parent Element

  • Type: Complex

  • Cardinality: 1 - ∞

../Learner Details/

Refer to sub-elements

Import Details

  • This value is not imported.

  • Used to identify student within Synergetic

  • Type: Complex

  • Cardinality: 1

.../NationalStudentNumber

NSN of the learner

Import Details

  • This value is not imported.

  • Used to identify student within Synergetic

  • Type: Integer

  • Cardinality: 1

.../LearnerName/

Refer to sub-elements

Import Details

  • This value is not imported.

  • Used to identify student within Synergetic

  • Type: Complex

  • Cardinality: 1

..../FirstName

First name of the learner

Import Details

  • This value is not imported.

  • Used to identify student within Synergetic

  • Type: Alphanumeric

  • Cardinality: 1

..../MiddleName

Middle names of the learner

Import Details

  • This value is not imported.

  • Used to identify student within Synergetic

  • Type: Alphanumeric

  • Cardinality: 0 - 2

..../LastName

Surname of the learner

Import Details

  • This value is not imported.

  • Used to identify student within Synergetic

  • Type: Alphanumeric

  • Cardinality: 1

.../GenderCode

Gender of the learner

Import Details

  • Values: M or F

  • This value is not imported.

  • Used to identify student within Synergetic

  • Type: Alphanumeric

  • Cardinality: 1

.../BirthDate

Birth date of the learner

Import Details

  • E.g.: 1993-12-17

  • This value is not imported.

  • Used to identify student within Synergetic

  • Type: Date

  • Cardinality: 1

.../LocalIdentifier

Enrolling school’s local id for the learner

Import Details

  • Student's Synergetic community ID.

  • This value is not imported.

  • Used to identify student within Synergetic

  • Type: Alphanumeric

  • Cardinality: 1

.../EthnicityCode

Ethnicity code of the learner (1 to 3 instances)

Import Details

  • E.g. 111

  • This value is not imported.

  • Type: Integer

  • Cardinality: 1 - 3

../HighestAttainmentCode

Highest attainment of the learner as calculated by NZQA

Import Details

  • This value is imported into the Secondary Attainment Level field of the NZMOE tab in Current Student Maintenance.

  • See Current Student Maintenance - NZMOE tab.

  • Values: Refer to Section 5.1 of Secondary Schools Data Exchange Specifications Manual

  • Type: Integer

  • Cardinality: 0,1

../NCEAEntries/Entry/

Refer to sub-elements

Import Details

  • This value is not imported.

  • Parent Element

  • Type: Complex

  • Cardinality: 0 - ∞

Import Details

Import Details

Import Details

Import Student Results File (External)

See Import Student Results File above

Import Context Codes File

This import file is no longer provided by NZQA.

NZQA stopped providing this file to schools in February 2011.  The context code is now part of the standards file import.


 Description

The description for this Import was:

Import context codes.

This file listed the valid context codes for all standards that require a context. This file was sent to software providers in conjunction with the standards file and was also available to schools as a downloadable file from March 2006 to February 2011.

Import School Accreditation File

Import school accreditations.

From - '01 - Secondary Schools Data Exchange - 2024 Specifications V4.3' Paragraph 7.  Student Entries - dated 15 March 2024:

This file is supplied by NZQA to the requesting school and contains a list of the standards in which the school currently has Consent to Assess. This file is available as a dynamically generated downloadable file from the school’s secure website or on request to NZQA.

File conventions
- This file is a fixed width standard ASCII text file with each row terminating with a carriage return and line feed.
- Unless stated otherwise, numeric fields are right-justified with leading spaces, alpha fields are left-justified with trailing spaces and the date field format is dd/mm/ccyy with leading zeros.
- The file is named “consentsnnnn.txt", where nnnn is the MoE Provider Number of the school (e.g. accreds0075).

 Click to view field configurations

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Fields

Field

Description

Preview Error Listing Only

Select this field to preview the error listing without processing the export. 

Note: This field is only displayed when the Export Entries and Results File action is selected.

School Number

Unique school number assigned to your school by the NZQA.

Note: This field is only editable when the Export Entries and Results File action is selected.

Provider Code

Unique provider number assigned to your school by the NZQA.

Note: This field is only editable when the Export Entries and Results File action is selected.

Location

Unique location number assigned to your school by the NZQA.

Note: This field is only editable when the Export Entries and Results File action is selected.

Year Level From/ToRange of year levels to export.
Process DateDate the export was completed.
Set Blank Result Dates To

Select a date to populate blank result dates with the selected date.

Note: This field is only editable when the Export Entries and Results File action is selected.

Default Assessment Opportunity for Externally Assessed Standards to 1

Externally assessed standards must have an assessment opportunity.

If entering this information manually (see Current Student Maintenance - NCEA tab) or setting it in bulk (see Setting NCEA standards in bulk) is too time consuming, so you can select this field to default the value of the Assessment Opportunity field to 1 for all externally assessed standards.

Create Assessment Area for Secondary Course Endorsements

Select to create a subject assessment area for subject assessments with codes that match secondary course numbers in the import. The created subject assessment area will have:

  • a result type with a SynergyMeaning of NCEASCE
  • Print on report field deselected
  • Force read only field selected.

See Subject Assessment Area Maintenance - Area bar - Area tab.

Note: This subject assessment area is only created when the subject assessment does not already have a subject assessment area with a SynergyMeaning of NCEASCE.

Note: This field is only displayed when the Import Student Results File action is selected.

Version Update

Unique version numbers which get updated on a regular basis.
Also see Force Version Update below.
Select or clear the relevant check boxes:

  • External Standards
  • Internal Unit Standards
  • Internal Achievement Standards
  • Other Standards.

Force Version Update

Select to enable editing of the Version Update check boxes.

File Name

Name of the import file.

Progress

Progress of the import.

Buttons

Button

Description

Select the file location.

Reprint the latest standard version.