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Tools and data – Unified Funding System

Ngā utauta me ngā raraunga – Unified Funding System

We have an interim solution for the unified funding system (UFS) data exchange to support the UFS which went live on 1 January 2023. Our interim solution aims to minimise any system impacts for our providers and student management system vendors. To achieve this, we will use existing tools and data as much we can. We are planning to deliver a longer-term solution from 2025.

We have contacted tertiary education organisations and provided additional guidance.

UFS interim solution for SDR submitters

UFS interim solution for SDR and ITR submitters

Tools and data to support the UFS

Tools and data

Reporting actuals in 2023

Scenarios

Frequently asked questions

Tools and data

Learner volumes for the delivery and learner components continue to be based on equivalent full-time student (EFTS) and standard training measures (STMs), so there will be no change. The strategic component is not volume driven and no changes to tools or data are required.

Since 1 January 2023, the value reported for other elements of the delivery and learner components is impacting funding so it’s important that reporting is complete and accurate. This relates particularly to elements that are new or changing, for example information about disabled learners.

Delivery component

Elements	Interim solution tools and data
Source of funding	A new value in the FUNDING field in the enrolment file to identify delivery component (UFS)-funded provision. Funding source 11 in the FUNDING field in the enrolment file will continue to identify all provider-based (off job) training associated with work-based training arrangements. This code MUST be used to report all provider-based aspects of work-based arrangements that are also reported via the Industry Training Register (ITR).
Subject	Within the Single Data Return (SDR), no change. Will use existing course classification and funding rates which will be mapped to the UFS funding rates (for example course classification #3, funding rate A1 will be mapped to UFS rate F1. Subject-based rates (based on the SDR Course Classification Guide) introduced for ITR, and the ITR MoP will be modified to include subject. For ITR programmes, TEC will assign the course classification and funding rate to each programme.
Mode of delivery	No changes to SDR. TEC will infer mode of delivery based on data reported via the FUNDING and ATTEND fields in the enrolment file. Some changes to MoPs to incorporate modes of delivery and some additional manual reporting. No change to ITR. TEC will use additional manual reporting and business logic to infer mode of delivery.

Learner component

Elements	Interim solution tools and data
Low prior achievement	No additional data required. This is derived from data already available to the TEC. Defined as: a learner who has not previously achieved a qualification on the NZQF at level 3 or above as at the date of enrolment.
Disabled learners	Will use “Y” returns in the following data fields: SDR Student File [STUD] both or either of: Field 1.15 - DISABILITY (Disability Indicator) Field 1.9 - DIS_ACCESS (Disability Services Accessed Indicator) ITR learner information table: “Is Disabled Ind”
Māori learners	No change – will continue to use ethnicity as currently reported
Pacific learners	No change – will continue to use ethnicity as currently reported

Volume commitments for 2023 (Mix of Provision)

Over the last 18 months, we have worked with providers who have work-based training arrangements to determine the modes of delivery relevant to the 2021 provision. We have collated this data and will provide you with the mode of delivery data you need to complete your Mix of Provision (MoP) as part of this year’s annual planning round.

For providers that do not have work-based training, you will only need to allocate your provision to either provider-based, or provider-based: extramural modes.

Tertiary Educations Organisations (TEOs) receiving a delivery component funding allocation for 2023 will need to complete the MoPs relevant to that delivery. The following table shows which MoPs you will need to complete.

Modes of delivery that you deliver under	MoP templates you will need to complete
Provider-based and provider-based: extramural modes only	Private Training Establishments (PTE) delivery component MoP template or Tertiary Education Institutions (TEI) delivery component MoP template (Note, TEIs will still need to complete the current NZQF MoP covering all delivery from level 3 to level 10)
Work-based, work-based: pathway to work, and assessment and verification modes only	• Industry Training Register MoP template (Note – we are not expecting any commitments relating to work-based: pathway to work mode in 2023)
Both work-based AND provider-based modes of delivery e.g. provider-based, provider-based: extramural and work-based modes of delivery (including assessment and verification)	PTE delivery component MoP template or TEI delivery component MoP template AND ITR MoP template.

Delivery commitments relating to DQ7+ for degree and above provision will need to be provided in separate templates which will be the same format as the SAC3+ templates used in previous years.

Reporting actuals in 2023

Industry Training Register (ITR)

There will be no changes to the ITR.

Since January 2023, TEOs that deliver under the work-based and assessment and verification modes of delivery need to either start or continue reporting this type of delivery through the ITR. TEOs that deliver provider-based training continue (or start) reporting this type of delivery through the SDR.

For arrangements that are within the assessment and verification mode, we have identified two potential options for this delivery. We will consult with TEOs currently identified as utilising this mode to establish the best solution.

Additional and/or improved reporting is required to identify:

provider-based elements of work-based arrangements (such as off-job training); and
learners who move into work-based training under the pathway to work mode.

Single Data Return (SDR)

Changes are required for the SDR, and to the way some provision is reported:

Use the new source of funding code 37 in the FUNDING field in the enrolment file for provider-based modes of delivery.
Use the existing codes in the ATTEND field to distinguish between provider-based and provider-based: extramural
Use the existing source of funding code 11 (currently called “ITO off-job training”) in the FUNDING field in the enrolment file to capture provider-based aspects of work-based arrangements that are also reported through the ITR. This code MUST be used to report all provider-based delivery that is part of otherwise work-based arrangements, for example night courses or block courses – refer to further details regarding mixed-mode delivery below.

Additional reporting

Additional reporting is required to supplement SDR and ITR data. New templates will be available on Workspace 2 to identify:

work-based training arrangements that include provider-based study (such as “mixed-mode”)
learners who come under the work-based: pathway to work mode.

Scenarios

Scenario 1 – Provider-based and/or provider-based: extramural only.

Delivery will be reported in the SDR only. The use of the ATTEND code will determine which of these two modes applies.

Scenario 2 – Work-based only.

Delivery will be reported in the ITR only. TEC will apply subject-based funding rates per programme.

Scenario 3 – Mixed mode: When a learner is doing work-based learning with some provider-based or provider-based extramural, eg, block courses, night classes and/or “gap filling”.

Delivery needs to be reported in three places – ITR, SDR and a new reporting template in WS2 (working title “Delivery component – mixed mode delivery”).

Set up the required qualifications relating to programmes reported through the ITR in the Services for Tertiary Educations Organisations website (STEO).
- If the relevant qualification already exists in STEO then a new qualification is not required.
- If the qualification does not currently exist in STEO, follow existing process to set up qualifications relating to programmes reported through the ITR in STEO (in order for TEC to link data in ITR and SDR and correctly calculate the relevant volume of delivery)
Continue to report delivery in ITR – no change
SDR: use code 11 (currently “ITO off-job training”) in the existing ‘FUNDING’ field in the enrolment file. This identifies UFS as the source of funding for this provision.
- Since 1 January 2023, providers who use code 11 with generic qualifications (such as “Contracted courses” or “ITO courses”) need to report all such provision separately under their specific qualifications. This data will be used for funding purposes and TEC will monitor it.
- The use of the ATTEND code will determine whether provider-based, or provider-based: extramural mode applies.
Complete and submit a new template in WS2 (Delivery component – mixed mode delivery) as part of regular reporting. This allows TEC to match SDR and ITR enrolment records so that the correct mode of delivery can be assigned, and consequently the volume and value of delivery can be calculated.

Scenario 4 – Work-based: pathway to work: When the learner commences in provider-based mode, and the TEO pathways the learner into work with a work-based training arrangement and provides additional support to the learner. This support will enable them to embed their learning within their new work environment.

The learner will have been originally reported in the SDR under the new delivery component (UFS) source of funding code 37. The provider will now also report them in ITR and complete a new form “work-based: pathway to work" via WS2. The new form enables TEC to match SDR and ITR enrolment records, assign the correct mode of delivery and calculate the correct dollars delivered.

Scenario 5 - Assessment and verification: When the arrangement with the employer falls under the assessment and verification mode.

We have identified two potential options for this delivery. We will be contacting the TEOs identified as utilising this mode to establish the best solution.