Fixing potential data issues

Fixing potential data issues

Last updated 2 November 2016
Last updated 11/02/2016

This page is designed to help you resolve any problems with your data before your educational performance indicators (EPIs)are published.

The page includes two tables:

1. Data accuracy issues that directly impact your EPIs
2. Data accuracy issues that don’t affect your EPIs directly (but may have other impacts).

Click on the description to investigate and fix a particular issue. (You’ll find all potential data issues under the tab labelled ‘Summary’ in your Data Accuracy Report.)

1. Data accuracy issues that directly impact your EPIs

Data Accuracy Report
tab name

Description (click on the link to 
investigate and fix the issue)

EPI that
could be
affected

enrol_no_comp

Course enrolments without a completion date

Successful Course Completion

still_to_complete

Enrolments that are still to complete

Successful Course Completion

straddle_2years

Discrepancies for courses straddling consecutive years

All

qual_comp_yr_<_course_end

Discrepancies in the qualification completion year

Qualification Completion

Student Progression

Student Retention

imprecise_matches

Qualification completions that have enrolments with the same  TEO code and NSN but not qualification code

Qualification Completion

qual_comp_no_enrol

Qualification completions without course enrolments

Qualification Completion

Student Progression

Student Retention

>_12months

Course enrolments over 12 months long

Student Retention

no_qual_EFTS

Qualification EFTS value is missing or null

Qualification Completion

QACC_ne_level

Differences between the QAC code and the register level of the qualification

Student Progression

QACC_ne_class

QAC code does not agree with course classification

All

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2. Potential data accuracy issues that don’t directly affect your EPIs 

The remainder of the potential issues identified in your Data Accuracy Report don’t affect your EPIs directly, although they may have other impacts.

Data Accuracy Report
tab name

Description (click on the description 
to investigate and fix the issue).

The impact

qual_EFTS_ne_credits

The provider credits / points of the qualification is missing or not aligned with the qualification EFTS value, for possible short award qualifications

Your funding

ISCED_ne_QACC

ISCED level values are missing, null, or do not agree with the QAC code

MoE’s international reporting obligations

no_ISCED_dest

ISCED subsequent destination field values are missing or null

MoE’s international reporting obligations

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Course Enrolments without a Completion Date

What does your Data Accuracy Report show?

Course Enrolments without a Completion are shown in your Data Accuracy Report under the tab labelled: ‘enrol_no_comp’.

This issue appears when we can’t find a matching course completion for a student who enrolled in a course.

We match course completion records for each student with that student’s course enrolment records. We only accept course completions that can be matched to course enrolments using a combination of NSN, TEO Code, Course Code, and Course Start Date. For each of these records shown in your Data Accuracy Report, you’ll see that the Course Completion column (titled ‘COMPLETE’) shows as blank. Valid records display a numeric code relating to the course enrolment outcome for the student.

For the full list of course completion codes, see Appendix A

What is the impact on your EPIs or funding?

If a course enrolment has been successfully completed, but a matching course completion record can’t be found, your successful course completion rate will be lower than it should be.

What should you do next?

You should check whether any (or all) of the following apply:

  • are there any differences between the NSN, TEO Code, Course Code, and Course Start Dates for your students’ course enrolment records and their course completion records?
  • have all of your students’ course completion records been submitted?
  • have any course enrolments been submitted that shouldn’t have? You may need to resubmit updated course completion and/or course enrolment files containing the corrected records. If so, please contact our Sector Helpdesk.  

 

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Enrolments that are still to complete

What does your Data Accuracy Report show?

Enrolments that are still to complete are shown in your Data Accuracy Report under the tab labelled: ‘still_to_complete’.

This appears when we find course enrolment records for a course that has passed its end date but its course completion shows: still to complete, practicum to complete, yet to complete or an extension has been granted.

These course completion statuses may be valid records. The reason the data is included in your Data Accuracy Report is so that you can investigate it. For each of these records, the Course Completion (‘COMPLETE’) column of your Data Accuracy Report will show: 0, 1, 5, 6, or 7.

For the full list of Course Completion codes, see Appendix A.

What is the impact on your EPIs or funding?

This data accuracy issue could potentially affect your successful course completion rate. If still-to-complete records have been successfully completed by the student, your successful course completion rate will be under reported. The extent of the under reporting will depend on the EFTS values of the records involved. Because these records are a snapshot taken at the time we compiled the data for your Data Accuracy Report, any additional course completions reported since your last submission will mean your count of still-to-complete enrolments will be lower than shown.

What should you do next?

You may need to resubmit an updated course completion file containing corrected records. To do this, please contact our Sector Helpdesk.

Please check and confirm that all course completion records shown are either still to complete, practicum to complete, yet to complete or an extension has been granted (Course Completion codes 0, 1, 5, 6, or 7).

If any of these records are wrong, you’ll need to submit an updated course completion file containing the fixed records to show those students who completed courses successfully, or were unsuccessful, or did not complete (Course Completion codes 2, 3 or 4). Otherwise, you don’t need to do anything.

Note: you may need to update more than one file to correct the data.

 

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Discrepancies for courses straddling consecutive years

What does your Data Accuracy Report show?

Discrepancies for courses straddling consecutive years are shown in your Data Accuracy Report under the tab labelled: ‘straddle_2years’.

Course enrolment records will be displayed where an enrolment record exists in one December SDR of one of the years, but not the other year, based on the same TEO code, NSN, Course Code, and Course Start Date combination.

When a student enrols in a course that starts in one year and ends in the next year, identical enrolments (based on the same TEO code, NSN, Course Code, and Course Start Date) must be recorded for both years. The discrepancy occurs when the student is recorded as having enrolled in either one year or the other, but not both.

What is the impact on your EPIs or funding?

If the enrolment record for one year is missing a matching enrolment from the other year, all indicators will be affected for the year with the missing record. Plus, if the enrolment records in each year are not identical, one of them will always show a status of ‘still-to-complete’ until it is fixed.

What should you do next?

You may need to resubmit an updated course enrolment file containing the corrected records. To do this, please contact our Sector Helpdesk.

Note: you may need to update more than one file to correct the data.

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Discrepancies in the qualification completion year

What does your Data Accuracy Report show?

Discrepancies in the qualification completion year are shown in your Data Accuracy Report under the tab labelled: ‘qual_comp_yr_<_course_end’.

These records show qualification completions where the year in which the student met the qualification requirements (‘year requirements met’) is earlier than the ‘year of last course end date’ for that qualification.

For each of the records shown in this tab of your Data Accuracy Report, you’ll see the value in the ‘year qualification completed’ column is the year before the year shown in the ‘course end date’ column.

Note: the course displayed is the course that has the most recent course end date associated with the completed qualification. Where there are enrolments with identical course end dates, we display the enrolment record at the highest register level and list them alphabetically by their course code.

What is the impact on your EPIs or funding?

Qualification completions where the ‘year requirements met’ is before the ‘year of the last course end date’ are excluded from the calculation of your qualification completion EPI. This lowers your qualification completion EPI as well as, potentially, your student retention and progression EPIs.

What should you do next?

If you encounter this issue please contact our Sector Helpdesk and they’ll fix it for you.

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Qualification completions that have enrolments with the same TEO code and NSN but not qualification code

What does your Data Accuracy Report show?

Qualification completions that have enrolments with the same TEO code and NSN but a different qualification code are shown in your Data Accuracy Report under the tab labelled: ‘imprecise_matches’.

‘Imprecise matches’ appear in your Data Accuracy Report for the current reporting year if we can see a student enrolling and completing a qualification, but we can’t find a matching qualification code in this student’s course enrolment and qualification completion records.

The records shown all have qualification completions that can be matched to a SAC-funded enrolment using TEO code and NSN, but the enrolments have a different qualification code to the completed qualification. The qualification code and title of the SAC-funded course enrolments used to create the imprecise match is shown in your Data Accuracy Report.

Reasons why these ‘imprecise’ matches occur include:

  • a qualification is ‘embedded’ within a completed qualification
  • a student transfers from one qualification to another (ie, is awarded an ‘exit’ qualification)
  • a student is awarded more than one qualification in the same year (such as when completing a double or conjoint degree).

What is the impact on your EPIs or funding?

‘Imprecise’ matches potentially mean some (or all) of the qualification completions displayed in this tab of your Data Accuracy Report may not be included in the calculation of your qualification completion EPI.

For example, if you have both a precise and an imprecise match for the same student record, only the precisely matched completion is counted towards your qualification completion EPI. The imprecisely matched qualification completion won’t count.

Where you have one imprecise match and no precise match for that student, the imprecise match is counted towards your qualification completion EPI. Therefore, your overall qualification completion EPI rate won’t be affected by the imprecise match.

What should you do next?

Please contact our Sector Helpdesk if you want to correct your qualification completion data.

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Qualification completions without course enrolments

What does your Data Accuracy Report show?

Qualification completions without course enrolments are shown in your Data Accuracy Report under the tab labelled: ‘qual_comp_no_enrol’.

The reason why we show these records is as follows:

The Single Data Return (SDR) stores qualification completion records for each student separately from course enrolment records. To ensure accuracy, and to retrieve information about the student and course, we need to match qualification completion records for each student with that student’s course enrolment records. To make the match, we first search qualification completions and course enrolments for the same NSN, TEO code, and qualification code combination. If a match is not found, we next search using a combination of NSN and TEO code. If we can’t find this combination, we show these records in this tab of your Data Accuracy Report.

What is the impact on your EPIs or funding?

We can’t include qualification completion records without a matched enrolment record to calculate your qualification completion EPI. This lowers your qualification completion EPI as well as, potentially, your student retention and progression EPIs.

What should you do next?

You should check whether any (or all) of the following apply:  

  • are there any differences between the NSNs, TEO codes and qualification codes for your students’ course enrolment records and their qualification completion records?
  • have all your students’ qualification completion records been submitted?
  • have any course enrolments been submitted that should not have?

You may need to resubmit updated qualification completion and/or course enrolment files containing the corrected records. Please contact our Sector Helpdesk.

Note: you may need to update more than one file to complete the data correction. 

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Course enrolments over 12 months long

What does your Data Accuracy Report show?

Course enrolments over 12 months long are shown in your Data Accuracy Report under the tab labelled: ‘>_12_months’.

This refers to course enrolment records for which the course start date is in the previous reporting year (or earlier) and the course end date occurs in the current reporting year. For each of these Data Accuracy Report course enrolment records, the date shown in the ‘course end date’ column will be more than 12 months after the date shown in the ‘course start date’ column.

What is the impact on your EPIs or funding?

The enrolments shown may be valid records, however they’ve been highlighted because of the potential effect they can have on your EPI (especially if the course spans 3 or more calendar years).

This can affect your Student Retention indicator because an enrolment longer than 12 months mightn’t provide an opportunity for another enrolment in the next calendar year, especially if the long enrolment ends near the end of the second year. If a new enrolment isn’t possible, this would lower the rate for your Student Retention indicator.

What should you do next?

For each of these records in your Data Accuracy Report, you should ensure that the course start and end dates are correct. For any records where the course start and end dates are wrong you should resubmit an updated course enrolment (and possibly course completion) file.

To do this, please contact our Sector Helpdesk.

Note: you may have to update more than one file to fix the problem.

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Qualification EFTS value is missing or null

What does your Data Accuracy Report show?

Qualification EFTS values that are missing or null are shown in your Data Accuracy Report under the tab labelled: ‘no_qual_EFTS’.

These records are qualifications whose EFTS value from the Qualification Register is missing or null. For each of these records, you’ll see the ‘Qualification EFTS Value’ column of your Data Accuracy Report is either empty or shown as a ‘0’.

What is the impact on your EPIs or funding?


If the qualification EFTS value from the Qualification Register is missing, it is set to zero (‘null’).  Missing and null values are accepted in the calculation of the qualification completion rate indicator.  These values will result in a 0% qualification completion rate for that qualification, since we multiply the count of qualification completions by their EFTS value.

What should you do next?

Please contact our Sector Helpdesk with full details of the missing qualification EFTS values so we can update the calculation of your qualification completion rate indicator.

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Differences between the Qualification Award Category code and the register level of the qualification

 

What does your Data Accuracy Report show?

Differences between the QAC code and the register level of the qualification are shown in your Data Accuracy Report under the tab labelled: ‘QACC_ne_level’.

These records are qualifications where the NZQF level (referred to in your Data Accuracy Report as the ‘register level’) of the qualification does not conform to the QAC code from the Qualification Register.

For each of these records shown in your Data Accuracy Report, the ‘qualification award category code’ column contains a value that does not align with the correct NZQF level.

What is the impact on your EPIs or funding?

The QAC code and NZQF level are key variables in research and statistical analysis conducted by us and the Ministry of Education (MoE). They are used in indicators to monitor progress on priorities in the Tertiary Education Strategy (TES). QAC codes are used in calculating all of your EPIs to filter out ineligible records, such as enrolments in non-formal courses. Inaccurate QAC code values and/or NZQF levels may result in inaccurate completion progression rates and/or inaccurate EPI information published by NZQF level.

What should you do next?

To determine the correct NZQF level (register level) for each QAC code, you’ll need to refer to the latest version of the MoE’s Single Data Return (SDR) Manual, which contains a table of QAC codes and their relationship with NZQF Level. The SDR Manual is available from MoE’s website.

Please contact our Sector Helpdesk with full details of the correct QAC code values and/or NZQF levels (register levels) so that we can correct the Qualification Register.

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Qualification Award Category code does not agree with course classification

What does your Data Accuracy Report show?

QAC codes that do not agree with the course classification are shown in your Data Accuracy Report under the tab labelled: ‘QACC_ne_class’.

The QAC code is used to filter out ineligible records ─ such as enrolments in non-formal courses ─ from your EPI calculations. The records displayed are formal qualifications that include courses identified as non-formal.  This means that either the QAC Code or the course classification is incorrect.

For each of these records shown in your Data Accuracy Report, you’ll see that the ‘Course classification (CLASS)’ column contains a value of ‘5.1’. This value denotes non-formal education.

What is the impact on your EPIs or funding?

If non-formal courses are not filtered out from your records, this will result in inaccurate results for all of your EPIs.

What should you do next?

We recommend you check that the QAC code is correct for all of the qualification records identified in this tab of your Data Accuracy Report. Any wrong QAC codes will need to be replaced with the correct values. This means you’ll need to resubmit an updated qualification completion file containing your corrected records.

Please contact our Sector Helpdesk to help you do this.

Note: you may need to update more than one file to complete the data correction.

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The provider credits / points of the qualification is missing or not aligned with the qualification EFTS value, for possible short award qualifications

 

What does your Data Accuracy Report show?

Qualification provider credits / points that are missing or are not aligned with the qualification EFTS value are shown in your Data Accuracy Report under the tab labelled: ‘qual_EFTS_ ne_credits’.

Why we show these records

These records are for possible ‘short award’ qualifications, which are qualifications with less than 40 provider credits (or points). A one-EFTS qualification should equal 120 provider credits.

The records shown in your Data Accuracy Report are highlighted because the provider credits are either missing or don’t equal the correct qualification EFTS value.  For each of these records shown in your Data Accuracy Report, they will appear in your ‘error type’ column with one of the following values:

  • ‘ProviderCreditPoints = 0 or null’ (ie, zero or missing provider credits).
  • ‘EFTs <= 0.3333, ProviderCreditPoints > 40’ (ie, provider credits are greater than 40 where the qualification EFTS value is less than or equal to 0.3333).
  • ‘EFTs >= 0.3333, ProviderCreditPoints < 40’ (ie, provider credits are less than 40 where the qualification EFTS value is greater than or equal to 0.3333).

What is the impact on your EPIs or funding?


Short award qualifications with less than 20 provider credits are not SAC-funded. If the number of provider credits is incorrect (assuming the qualification EFTS value is correct), your funding will be affected.

Note: Where the qualification is fully made up of National Qualification Framework (NZQF) credits (ie, the qualification is made up entirely of unit standards encompassed within NZQF’s Quality Assured Qualifications), then a ‘zero’ value for the provider credits should be displayed. In such a case, your funding won’t be affected.

What should you do next?

Please contact our Sector Helpdesk with full details of the correct provider credits and/or qualification EFTS values for all of the records identified in this tab.

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ISCED level values are missing, null, or do not agree with the Qualification Award Category code

What does your Data Accuracy Report show?

ISCED level values that are missing, null, or do not agree with the Qualification Award Category code are shown in your Data Accuracy Report under the tab labelled: ‘ISCED_ne_QACC’.

This means that the ISCED level value of the qualification is missing, is null, or doesn’t conform to the QAC code from the Qualification Register. This classification was designed by the United Nations Educational, Scientific and Cultural Organisation to compile and present education statistics for international comparisons.

For each of these records shown in your Data Accuracy Report, you’ll see that the ‘qualification award category code’ column contains a value labelled ‘Unknown’, or it contains a value that does not align with the correct ‘ISCED level code’ (as shown in the MoE’s  Single Data Return Manual ─ see below).

What is the impact on your EPIs or funding?

This issue does not affect your EPIs, but the MoE needs this information to carry out its international reporting obligations.

What should you do next? To find the correct ISCED level for each QAC code, please refer to the latest version of the MoE’s Single Data Return Manual which provides a table of QAC codes and shows their relationship with the ISCED level.

Once you know the correct level for each code, please contact our Sector Helpdesk.

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ISCED subsequent destination field values are missing or null

What does your Data Accuracy Report show?

ISCED subsequent destination field values that are missing or null are shown in your Data Accuracy Report under the tab labelled: ‘no_ISCED_dest’.

It means that you haven’t entered any information for the ‘ISCED subsequent destination’. This classification was designed by the United Nations Educational, Scientific and Cultural Organisation to compile and present education statistics for international comparisons.

For each of these records shown in your Data Accuracy Report, you will see that the ‘ISCED subsequent destination’ column contains a value labelled ‘Unknown’. The information required is one of two options:

  • the academic destination
  • vocational destination.

What is the impact on your EPIs or funding?

This issue does not affect your EPIs, but MoE  needs this information to carry out its international reporting obligations.

What should you do next?

Please contact our Sector Helpdesk to provide the correct information for the ‘ISCED subsequent destination’ field.

  

Appendix A: Course Completion Codes

0. Still to complete course – valid extension or grade not yet available (register level 1-8)
1. Still to complete course – course end date not yet reached (register level 1-8)
2: Completed course successfully
3: Completed course unsuccessfully
4: Did not complete course
5: Practicum to complete – on job training (register levels 1-8)
6: Yet to complete – register levels 9 & 10
7: Extension granted or under moderation – register levels 9 & 10

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