If you have a large number of instances of a particular error and you think they need to be fixed one by one, fix a few sample records first and re-validate.
If needed, you may like to log a support request so we can investigate further.
Related Articles
SDR | Getting Started: SDR | How to Submit SDR Export | SDR File Guidelines | SDR Field Guidelines | UIP Fields Guidelines
Disclaimer
Wisenet makes every attempt to ensure that the data listed below is correct. However, these codes may be subject to change. It is your Training Organisation’s responsibility that you use the correct outcome codes as listed in the STEO documentation for each state that you deliver in.
Quick Tip
The quickest way to find your error code is to type it into the Search function just above the table.
Read the last column How to Fix for where you can find the solution in Wisenet. Or sort by clicking on the arrows at the top of each column.
Once you have discovered how to fix your error in Wisenet, these can be fixed in two ways:
- Individually. Go into each individual record and amend the field
- Multiple. If there are many records with the same error these can potentially be fixed by performing a bulk update. How to Bulk Update
If you still require assistance, log a support request outlining details of the error, what you’ve attempted and links to Learner records.
| SDRfile | Issue | How to Fix |
|---|---|---|
| all | Can't upload files onto STEO | The STEO servers can get very busy at SDR time. Ring the Sector Service desk on 0800 422 599 to check the network status. |
| none | EFTS total is much lower than expected | 1. Make sure all records which should be included have 'For SDR' checked.By running report 2043, you can see a row by row picture of unit enrolments that are being reported for 2013. Using Excel data filtering you can then see whether some of these are marked 'Not for SDR'. Records marked 'Not for SDR' will not appear in your SDR return and therefore not contribute to your SDR EFTS total. |
| 2. If the EFTS in some unit enrolments are too low, this also can impact on the total EFTS reported. This can arise where the Unit EFTS have been updated to a higher value after the enrolments were added, as the unit enrolments will not auto update. You can fix these in bulk through the course offer>enrolments action menu. | ||
| 3. Unit EFTS are too low - this would also cause SDR error 57, so if you do not have error 57 you can exclude this possibility. | ||
| 4. Unit enrolment dates that fall outside the export year can lead to a lower EFTS claim. You can run report 2003 to investigate this. If client unit enrolment dates are spread out over a very long period, your EFTS usage will be also spread out over a very long period and your EFTS consumption for the export period will look too low. Run a unit enrolment data integrity report (2003 or 2015). Check for:client unit offer enrolment start dates before the start of the export year client unit offer enrolment end dates after the end of the export year | ||
| CREG | A variety of unexpected errors you have never seen before | Check whether a non-accredited unit offer has 'For SDR' checked when it should not. |
| all | Blank files | Check whether 'For SDR' is checked. If not, no records will appear in the files and they will be blank Check that you use the correct export year and period when you run the SDR export |
| all | missing records | Check whether 'For SDR' is checked. If not, no records will appear in the files and they will be blank Check that you use the correct export year and period when you run the SDR export |
| STUD | missing records | For a client to appear in the STUD file it must have a record in the COUR File |
| COUR | missing records | For a client unit enrolment to appear in the COUR file it must: have a Unit Enrolment that is For SDR have a Unit Enrolment Start Date Year that is less than or equal to ( <= ) the export year AND have a Unit Enrolment End Date Year that is greater than or equal to ( >= ) the export yearIn practice, if the student is consuming EFTS within this year they should appear in the COUR file for this year. |
| CREG | missing records | A unit appears in the CREG file when: when an enrolment in this Unit appears in the COUR File taken from the Unit Offer with the latest start date, which has enrolments that appear in the COUR file |
| QUAL | missing records | For a qualification completion to appear in the QUAL file it must: be in a course offer that is For SDR have the client course enrolment 'qualification issued' flag ticked/on/true have the 'Year Issued' field containing the export year |
| COMP | missing records | A Unit Completion will appear in the COMP File when: there is a corresponding record in the COUR File the student is a 'D' Type Student |
| all | Some units need For SDRswitched off | If your database has many unit standards that have been accidentally set to For SDR, you will need to update each course offer to correct this. Step 1 Switch off For SDR Go to the course offer. Edit. Uncheck the For SDR box and save. Up the top of the course offer, click Cascade Wizard. Make sure you include For SDR in the cascade. Also make sure you cascade to unit enrolments and unit offers.Step 2 Switch For SDR back on, selectively. Go to the course offer. Edit. Check the For SDR box and save. Go to unit offers for this course offer in the left hand navigation. Select the units that should be For SDR with the check boxes at the left. At the bottom, in the action menu drop down, select Update defaults Select For SDR. Make sure you include unit offers and unit offer enrolments.Repeat for each course offer. |
| CREG | decimal points in my unit code | The SDR export will remove the right hand most decimal point and everything to its right. This is to accommodate NZQA unit standard versions. If your unit code contains a decimal point as in example 1 below, add a decimal point at the right hand side, as shown in example 2: example: Unit code ES.01 will export as ES example Unit code ES.01. will export as ES.01 |
| Code | Details | How to fix |
|---|---|---|
| 008 | COURSE is not unique on course register file | In the Units section of your Wisenet database, search by unit code for the units that are duplicated in the Course Register file. Is there is more than one unit with the same code? Yes: How to fix your units - Each unit should only be set up once. If you set up multiple versions of a unit, with the same code but in different courses, this will cause errors in the SDR. - Please log a support request for assistance with this error if it is caused by duplicated units No: How to fix your unit offer(s) - If there are no duplicate units in your database, then Error 8 will usually be caused by multiple unit offers with the same start date or no start date. Note at least one unit offer must have a start date for that unit to appear in the SDR CREG file. Unit details will appear in the CREG file taken from the Unit Offer with the latest start date, which has enrolments that appear in the COUR file - The SDR validation error details screen will tell you which unit(s) are causing the error. - Use Report 2020 Course Register File Report to isolate which unit offer(s) need to be changed. Then edit the unit offer start date to force a correct export. Note this will not affect any enrolments in the unit and these will still report with their own start and end dates |
| 010 | Qualification Code is not listed on Qualification Register | Check the 'Course Code' in the course. It must match the code for that course that appears in NZQA records for your provider. |
| 015 | Learner is enrolled in COURSE more than once with same start date | Duplicate unit enrolment. Review the Client Unit Offer Registration and remove whichever unit enrolment is incorrect. Check the Client Profile Page, as the two unit offer registrations could potentially be in two different course offer registrations. |
| 017 | Qualification Code is missing in Course Register file | Check the 'Course Code' in the course. It must match the code for that course that appears in NZQA records for your provider. |
| 021 | CLASS is not a valid classification code | Check the 'Unit Classification' code in the unit. It must match the code for that unit that appears in NZQA records for your provider. |
| 022 023 | NZSCED is not valid NZSCED is blank | Check the 'SCED' code in the unit. It must match the code for that unit that appears in NZQA records for your provider. |
| 026 | CATEGORY is not valid for CLASS | Check the 'Unit Fields Funding Category' and 'Degree Research Status' in the unit. If correct, please contact TEC. |
| 037 | Course does not appear in Course Register file | Open your SDR CREG file and see whether the courses are in there. If yes, contact TEC. If no, be careful to upload all five SDR files from the same export batch. Uploading the CREG file from one export batch and COUR from a different export batch can cause this error. |
| 039 | Course Start Date must exist before Course Enrolment Start Date | Ensure that the unit has been updated on TEC Register. |
| 045 049 | FACTOR is blank or zero in course register file FACTOR is 0 or greater than 1.0000 | Check the 'EFTS Factor' in the unit. If this unit has no EFTS, should its enrolments be marked 'For SDR'? |
| 054 | NZQFLEVEL is blank or not valid | Correct the 'Register Level' of the unit. |
| 055 | CREDIT is not between 1 & 120 | Correct the 'Credits' of the unit. |
| 056 059 | Learner has consumed more than 2.0000 EFTS in a year Learner has consumed more than 1.6000 EFTS in a year (but less than 2.000) | If only one or two Learners: Check for duplicated enrolments. Check the course and unit registration start and end dates for all enrolments for that Learner. If a large group of Learner: Check EFTS Factor for units which affected Learner are enrolled in. |
| 100 | Provider Code is not on provider list | Enter correct provider code in Organisation Setup. |
| 101 102 103, 105 Other demographic data errors (various) | GENDER is not M or F DOB is not valid (note blank and 999999 are not valid) ETHNICITY is not in the classification list or is blank | Correct the individual entries by editing Client record(s). Use Report 2001 to find blank, corrupt or wrongly-formatted entries. You can run this report regularly to keep your data clean. |
| 108 | FIRST_YR is current year and PRIOR_A is not 01, 02, 03, 04, 08, 09 | If this is the Learner's first year of tertiary study, then their code for what they were previously doing cannot be a tertiary study code. Review the client demographic record and correct as required. |
| 123 | ATTEND is blank or contains a value other than 1, 2, 3 or 4 | Set 'Mural Attendance' correctly. At client unit offer registration level, inherited from unit offer. |
| 139 | The course withdrawal date is not between the course start date and course end date | Update the Learner's unit enrolment withdrawal date or end date. |
| 141 | CRS_SITE is not in classification | This error can occur if Location has not been set up correctly or cascaded to all unit offer enrolments. Additionally this error can occur if a delivery site change has been processed by NZQA but not by TEC, in which case contact STEO for assistance. |
| 151 153 | NSN reported is invalidNSN is invalid for reporting, is not a master NSN | Log into the NSI database and check: the Learner's record may have been merged or de-duplicated, resulting in a change of NSN. |
| 156 | NSN is partial. An Active NSN is required for a Type D Learner | Log into the NSI database and check the Learner's NSN status. (What is a D Type Learner? Check the SDR manual |
| 159 | Citizenship or resident status reported does not match resident status on NSN | Review your records of the Learner's residential status to ensure it is correct and all documentation has been sighted. |
| 165 | If Source of Funding is 02 and Foreign Fee < 100 | If the client's course offer enrolment Funding Source is '02', this normally indicates an international Learner. This warning code tells you that the reported Foreign Fee for this unit is very low - less than $100. Check the Course Offer Enrolment Funding Source - is this an international Learner? - and check the Foreign Fee. This warning does not prevent payment. |
| 220 | COMPLETE is not 0, 1, 2, 3, 4, 5, 6, 7 or 8 | - Client unit offer registration outcome is probably blank. - Update these individually or in bulk, depending on how many instances of the error you have. - If there are a lot, consider reviewing enrolment data entry process to make sure these are entered correctly at initial enrolment. Normally the correct outcome code at enrolment is 1 - end date not yet reached, but see the STEO Downloads webpage for the latest SDR manual. |
| 305 | Open course change requests already exist for this provider | - Requests for change(s) to unit details have been made, perhaps as a result of a previous validation. The current file cannot be processed until the change request has been processed. As at January 2014, TEC advises their turnaround is at least 24 hours, but can be more at busy times. Check this by contacting the Sector Service Desk contact details on logon screen. |
| 310 | Record not in correct format | The most common cause of this error is accidentally uploading the wrong file into the wrong 'slot' on the steo website. Make sure you have selected the correct file for each slot before continuing with your validation. |
| 331 | INTERNET does not contain a value 1, 2, 3 or 4 | Set 'Internet Based Learning' correctly at unit offer level. |
| 337 | COURSE is not on TEC register | The unit code in Wisenet must match exactly an SDR course code for which TEC has accredited your organisation. You can get a list of your accredited SDR courses by searching in this site or by viewing your Courses listing when logged into STEO. |
| 355 | FEE = 0 | You do not need to take any action for this warning - it does not prevent payment. Set 'Fee' correctly at unit offer level. |
| 362 | International Fee-Paying student has no FOREIGN FEE in either the Student file or the Course Register file (i.e. is zero) | If you are submitting foreign fees in CREG file, check the file for blank foreign fees under each course. Go back into the unit offer and update the foreign fee figure. |
| 368 | FOREIGN FEE has been reported on both the Learner and Course Register files | Are the 5 SDR files you are submitting all from the same Wisenet export batch? - If not, try using all 5 files from the same Wisenet export. - If you're already using files from the same export batch, then the next step is to check the files themselves to see whether the foreign fee is actually in both CREG and STUD. |
| 376 | CCCOSTS = 0 | You do not need to take any action for this warning - it does not prevent payment. Set 'Compulsory Unit Costs Fee' correctly at unit offer level. |
| 381 | MAX Exempt Fee = 0 | You do not need to take any action for this warning - it does not prevent payment. Set 'Maxima Exempt Fee' correctly at unit offer and unit offer enrolment level. |
| 383 | COMPLETE is 0, 1, 2, 3, 4 or 8, CRS_END date is 2004 or greater and no corresponding enrolment is found | Most likely caused by an SDR course enrolment start date having been changed, thus causing TEC not to recognise it as the same enrolment any more. When TEC processes an SDR submission, it does not only look at the current submission, i.e. the files that you have just uploaded. It also checks back through its own records, to see whether there are any old enrolments that have not been closed off yet. The SDR recognises an enrolment by the combination of Learner ID, Course code and start date. So if you change the start date, the SDR cannot tell that it's still the same record. It will treat it as a new and different enrolment record. |
| 384 | There is no benchmark fee for this course | You do not need to take any action for this warning - it does not prevent payment. for more information. |
| 388 | COMPLETE is 1 and course end date has passed | An outcome code of '1' means 'end date not yet reached'. Either the unit enrolment end date is wrong or the code needs to be changed to '0' (valid extension) or a final result - Update the unit enrolment outcome to 0 if no result available, or to 2, 3 or 4 depending on the Learner's achievement. - Note that when you do a trial validation of SDR files, the processing may be 'as at' some future date. So sometimes you will get this message even though the course end date has not really passed yet. You need to imagine what the state of this record would be at the SDR extract date. You'll probably need to update the outcome code before doing your final submission. |
| 390 391 | COMPLETE has been reported as 0 for two consecutive returns COMPLETE is 0 for more than three consecutive SDR periods | - All unit enrolments must have a final result declared after the third consecutive SDR period. - Update the unit enrolment outcome to 2, 3 or 4 depending on the Learner's achievement - Note that this reporting requirement is different from the end of year reporting cut-off for funding allocation. Check the unit enrolment dates. If the error relates to units from a previous year you will need to contact TEC for permission to resubmit the COMP file for that year. - Note that when TEC processes your SDR submission, it does not only look at the current submission, i.e. the files that you have just uploaded. It also checks back through its own records, to see whether there are any old enrolments that have not been closed off yet. The SDR recognises an enrolment by the combination of Learner ID, Course code and start date. So if you change the start date, the SDR cannot tell that it's still the same record. It will treat it as a new and different enrolment record. Therefore if the enrolment start date has been changed, you may get this error and it may relate to a previous year's enrolments. The fix is to put the start date back to what it was, ensure the outcome is 2,3 or 4 and resubmit the December COMP file for the year that contains the unit enrolment end date. To submit your previous year's data (for 2020 as an example): 1. Run the SDR 2. In the Completions (COMP) file find the records you need 3. Copy and paste the required completion records from the 2020 file into your 2021 Completions (COMP) file NOTES: - Paste them at the bottom of the 2021 Completions (COMP) file and retain the formatting. - To preview the formatting you can use Notepad++ and under View/Show Symbol tick Show All Characters. |
| 394 | COMPLETE is 2, 3 or 8 and course has not started | The Unit Enrolments have Start Dates after the SDR Collection Date AND Outcome of 2, 3 or 8 |
| 402 | CRS_SITE is 98 and ATTEND is 1 or 4 | - 98' is the delivery site code for correspondence courses, which are extramural. '1' and '4' are intramural/on-site attendance codes. So the combination of these particular codes is not valid. - Most likely, the Mural Attendance field needs to be changed in the unit offer. This field is also found in the client unit offer registration, where it inherits its default value from the unit offer. - The CRS_SITE field is part of your Organisation setup (Locations) and you should contact your Wisenet administrator, compliance officer or registrar before making changes to it. The Wisenet code for each delivery location must match your site delivery code as registered with MoE. |
| 405 | ASSIST is 09 and ATTEND is 3 or 4 | - ASSIST code 09 applies to on-shore PhD Learners. ATTEND codes 03 and 04 refer to Learners who are residing overseas. So the combination of these particular codes is not valid. - ASSIST appears in Wisenet records as Fee Assessment Category. ATTEND appears as Mural Attendance. - These are both found in the unit offer. Edit Unit Offers They also appear in the client unit offer registration, where they inherit their default value from the unit offer. Bulk update unit offer enrolments Correct whichever field is wrong. |
| 542 | Type D enrolment reported in Dec SDR, course end date in the return year or earlier, not found in Completion file for same return period and source of funding is not 06, 07, 08, 11 or 21 | Check Learners's course enrolment funding source, the qualification award category of their course and whether the Learner is a D type Learner as described in the SDR manual |
| 544 | COMPLETE is 0 when course end has not been reached | Unit offer registration outcome code 0 is only applicable when the unit enrolment end date has passed but the final outcome is not yet available. Either correct the unit enrolment end date or the unit enrolment outcome code. |
| 563 564 | RESIDENCY code is other than Y or NRESIDENCY is Y and CITIZEN is NZL or AUS | - Correct the individual entries by editing Client record(s). - Use Report 2001 to find blank, corrupt or wrongly-formatted entries. You can run this report regularly to keep your data clean. |
| 565 | YR_REQ_MET is in the future | Course offer registration actual end date must be no later than the same year as the SDR you are reporting for. |
| 571 | Qualification Completion record does not have a corresponding Learner Record | Most likely all the Learner's unit enrolments are marked 'Not for SDR'. |
| 581 | CITIZEN is not NZL or AUS, or RESIDENCY is not Y, and ASSIST is 00 | 1. Check the Client Residency and Citizenship fields in Client Demographics 2. Check the Fee Assessment Category in the Client Unit Offer Enrolment. If these are correct then: - Check whether the Learner is a D type Learner as described in the SDR manual |
| 583 | A resident domestic Learner studying Intramural or Extramural has an Assist code other than 00 | Assist' appears in Wisenet as unit offer enrolment Fee Assessment Category. - Assist code 00 is the correct code for domestic Learners. - Either the Learner is international, in which case they should be marked as an international Learner in their citizenship, course Offer Enrolment Funding Source and unit offer enrolment Mural Attendance, or else their unit offer enrolment Fee Assessment Category is incorrect. |
| 590 | ASSIST is Blank or not a valid classification code | Assist' appears in Wisenet as unit offer enrolment Fee Assessment Category. - Update the unit enrolment Fee Assessment Category. See: bulk update unit offer enrolments |
| 611 | FUNDING is not 01 to 16, 20, 22, 23, 24 or is Blank | Update Fund Source in Learner's Unit Enrolments. |
| 614 | FACTOR in the Enrolment file must be less than or equal to FACTOR in the course register for this course | EFTS for a unit enrolment cannot be greater than EFTS for the unit. Edit one or the other. |
| 620 | ASSIST is not 00 or 13 and FUNDING = 22, 25 or 26 | Update Fund Source in Client>Course Offer Registration or unit offer enrolment Fee Assessment Category. |
| 633 | AUS_RESIDENCY code is other than Y or N | Update the Client>Demographics>Australian Residential Status |
| 665 | TOTAL_FEE must be a number if the student is not an international fee paying student | Update the Learner > Personal Details > Total Fees 2019 field to reflect the TOTAL_FEE amount. Learn more about 2019 SDR Changes |
| 694 | FUNDING = 01, course start date >= 01/01/23 but Qual Level and/or QAC code are not valid for 01 | Please check that you have updated your Fund Source Code in the Course Offer and bulk updated the Unit Enrolments. Your Fund Source should match for both your Course Enrolments and Unit Enrolments. See the SDR Manual for more details about changes to the fund names. |
| 143 | IWI Affiliation is not valid | Select a value or values from the Statistics NZ IWI and IWI-related groups statistical classification V2.1.0 |
| 588 | AT least one IWI Affiliation should be reported where ethnic group is identified as "211" (i.e., Maori) and first year is current year. | Separate each IWI reported with a semicolon (;). Where the ethnic group is "211" a value must be submitted for type C & D learners. A value is voluntary for type B. |
| 744 | At least once Ethnicity should be reported | Mandatory to report at least one value. Select a value or values from the Statistics NZ Ethnicity New Zealand Standard Classification. |
| 722 | Information for at least one of the disability support needs 1 to 7 must be provided if there is a disability. | If the Disability Status is Yes, then at least one value must be supplied. Multiple values can be entered, with each separated with a semicolon (;). |
| 723 | When disability support need is 7, other values should not be entered. | Do not enter more than one value. |
| 724 | Duplicate values are present in the disability support needs. | Please check for duplicate values and remove duplicate. |