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Unfunded International Providers (UIP)

What is UIP?

Unfunded International Providers (UIP) data collection is a reporting standard consisting of set of data items that are specifically required by the Ministry of Education and the Tertiary Education Commission (TEC) for monitoring performance, statistical reporting purposes and assessing levies.  This replaces the RS20 Annual Return, which is no longer required as it is superseded by the UIP which came into effect in 2016 after the law was passed in August 2015.

Wisenet recently developed a full UIP web service and for New Zealand clients this is now included as part of your license subscription at no additional cost.

What is a Component?

In UIP, a Component is the lowest level of tertiary training that a Learner is enrolled in at a provider. Synonyms used include paper, module, unit and course.

In Wisenet, a Component is a Unit.

Different providers have different Unit Standard / Component structures. It is entirely up to the provider how they setup UIP Components. We have provided some scenarios below, but there are also guidelines on the UIP website for how this can be completed.

Learn More? Government UIP Component Case-Study

Benefits
  • Reports on Learners and Enrolment in real time

 How does it work?

How can you structure your Courses and Units?

NOTE: The information provided is based on our interpretations of the UIP requirements. We recommend that you contact the government to validate your component setup.

Best Practice1 Component for 1 Unit Standard1 Component for 2 or more Unit Standards

Best Practice to Enrolling Learners into Components
  • Learners should be enrolled into both Unit Standards and Components as Unit Enrolments as required
  • During NZQA and UIP exports Wisenet will determine what Unit Enrolments need to be sent to each export based on UIP and NZQA settings at the Wisenet Unit level

1 Component for 1 Unit Standard

This means that your unit standard will be a direct map to a UIP Component. This is useful where you enrol and charge the Learner per Unit Standard.

Required Setup

  • Each Unit Standard is configured to also be reported to UIP
  • Select the ForUIP flag in the Unit and ensure all required fields are configured

1 Component for 2 or more Unit Standards

This is useful when you enrol and charge the Learner per Course Enrolment or per Semester. You would setup a Component based on how the Learner is enrolled and charged throughout the Course Enrolment.

  • If charged once for the Course then a single UIP Unit for the entire Course
  • If charged per semester then a UIP Unit per Semester

Required Setup

In this situation the Course would require additional Units to be added for UIP Components.

Academic units – not for UIP

  • For your academic progress units (e.g. these may be NZQA units or internal modules) ensure that For UIP is NOT ticked on
  • Then carry on as normal for any other reporting such as NZQA

For UIP reporting

  • Create new Unit(s) in Wisenet for your UIP reporting
    • Ensure that an appropriate Unit Code and Description is set for UIP reporting
    • Ensure that the required UIP fields are set and that NZQA fields are not (as you will not want this reported to NZQA)
  • If you have more than one course, you may either create a unit for each course or re-use it by importing unit offers.
  • Ensure that you create offers of this UIP unit in your course offers
  • Ensure that every Learner who should be reported for UIP has an Enrolment in these Unit(s) and meets all the other rules for being included in UIP

Set Up for Correct Reporting

The UIP integration is designed to simplify the user experience and not just meet the UIP government requirements.  Determine how you wish to structure your Components UIP before you proceed with completing the UIP setup.

1

Depending on what you have chosen in your structure, configure the required Units for UIP data collection
  • At Unit level, Set ForUIP flag to TRUE

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2

At Course Enrolment level, Set ForUIP flag to TRUE
  1. For each UIP record you will need to go to each Course Enrolment and turn ForUIP = True
    • This process will outline if there are any issues that need to be fixed for each record

Learn More? UIP Fields Guidelines

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3

Review and Resolve any issues
  1. Once that is configured, you will need to run Report 2082 and export as Excel to review linked Unit Enrolments
  2. Resolve any issues outlined in the report which is marked in Red
    • The cells marked in Yellow is just a warning.
    • IMPORTANT NOTE: If not resolved, that record won’t be reported to UIP

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UIP Upload Process

Once you have completed the UIP Setup follow the UIP upload process.

IMPORTANT NOTE:

  • Going forward, all UIP field updates and validations will be done within Wisenet LRM
  • Any update made to the UIP data field will be instantly sent to UIP
  • Learn More? UIP Fields Guidelines

1

Advise Wisenet that you are ready to upload to UIP via a Support Ticket

2

Wisenet will review your UIP data for consistency
  1. Wisenet is UIP approved to send your UIP data, so we will complete the initial upload using the Wisenet Test UIP account
  2. You will be required to work with our UIP Team to resolve any issues

3

Training Organisation to obtain ESAA Credentials
  1. Once your data has been approved by the Ministry, you (the Training Organisation) need to obtain your ESAA Credentials by filling out the UIP Machine Account Production Form.
  2. Your new ESAA Credentials can then be set in the Portal settings under NZ UIP section: UIP Username and UIP Password

4

Complete live upload
  1. Wisenet will perform a Live Initial Upload using the provider’s production UIP credentials, and it will be sent for approval
  2. Once approved, live streaming to UIP will be turned on

CRITICAL! Deleting or removing a unit enrolment

  • The UIP data collection has no provision for deleting learner component enrolments. However Wisenet does allow you to delete unit enrolments, for example where the enrolment was created in error
  • Wisenet has been instructed by the UIP team to treat a deleted learner component enrolment the same as an unsuccessfully completed learner component enrolment
  • If you delete a UIP unit enrolment in Wisenet, then Wisenet is required to
    • report this learner component enrolment in the UIP as unsuccessfully completed
    • report the end date as today’s date
Ensure your records appear in the Web service
Is UIP streaming switched on?

There is a hidden setting in your Wisenet that we can update for you, where UIP streaming can be switched on or off.

  • If UIP streaming is not switched on, nothing gets sent to UIP when you create or update records
  • We will update this setting for you as we work together with you to pass the initial compliance tests and prepare for live streaming
Create,Update, Save?

Once you’re live streaming updates to UIP, then when a record is saved, Wisenet checks whether it’s a new record that’s just created; an existing record with a UIP relevant update; or an existing record updated but in a way not relevant for UIP.

  • for a new record that meets the rules for UIP and all required fields are present, we will generate a new UIP record and send it
  • for an existing record that meets the rules for UIP and has some UIP field change, we will send an update to the existing UIP record
    • e.g. client ethnicity is updated
  • for a new or existing record that meets the rules for UIP, but a field required for the UIP record was left empty, then we will not send any update to UIP but we will email you
    • e.g. client ethnicity is updated and ethnicity 1,2, or 3 is Maori and iwi is empty
  • for an existing record that is updated, and meets the rules for UIP, but the field that was updated is not part of the UIP record, then we will do nothing
    • e.g. client ‘Sync to Xero’ is updated
  • for an existing record that is updated, but does not meet the rules for UIP, we will do nothing
    • e.g. a unit is saved with ‘For UIP’ switched off
Empty fields will stop a record from being sent

The Wisenet UIP service checks records that appear to need sending to UIP. If any required field for a UIP message is empty, the record will not be sent to UIP, and we will instead send an email to your nominated address describing why the record was not sent to UIP.

  • Monitor these emails carefully! You need to correct your data so it will send via Wisenet UIP services
  • Example: a unit is saved with ‘For UIP’ switched on but ‘Register Level’ is empty. The record will not be sent to UIP
Settings

On save, the Wisenet UIP web service will update a record for your organisation if you have updated a field that appears in UIP, as long as no required fields for this message are empty.

  • owner name
  • provider code
Unit - the UIP Component

As long as no required fields for this message are empty:

  • This record will be created the first time that the unit is saved with For UIP switched on
  • This record will be updated when any of its fields changes AND it is saved with ‘For UIP’ switched on
    • code (must not contain spaces)
    • description
    • SCED Field of Study
    • Credits as listed on the NZQA website
    • NZQA Register Level
    • Date First offered
    • Date Last offered (Optional. Leaving this field empty will not prevent UIP record being sent.)

Learn More? Units


Client - the UIP Learner

The UIP ‘learner’ has 3 components:

  1. Identity
    • This record will be created the first time that a client has a Course Enrolment which is saved with For UIP switched on
    • This record will be updated when any of its fields changes AND client has a Course Enrolment which is saved with ‘For UIP’ switched on:
      • name (first, middle, last. If client contains only one name, enter the name(s) in the Last Name and put ~ in the First Name)
      • date of birth
      • gender
      • NSN
  2. Demographic
    • This record will be created the first time that a client has a Course Enrolment which is saved with ‘For UIP’ switched on
    • This record will be updated when any of its fields changes AND client has a Course Enrolment which is saved with ‘For UIP’ switched on
      • Ethnicity
      • iwi (only required if Ethnicity is recorded as Maori)
  3. Residency
    • This record will be created the first time that a client has a Course Enrolment which is saved with ‘For UIP’ switched on
    • This record will be updated when any of its fields changes AND client has a Course Enrolment which is saved with ‘For UIP’ switched on
      • Country of citizenship
      • Immigration status
      • Passport number

On save, the Wisenet UIP web service will create or update a record if:

  • client has a course enrolment where For UIP is true
  • as long as no required fields for the particular message are empty
Course Enrolment - the UIP Provider Enrolment and Qualification Completion

Provider Enrolment

As long as no required fields for the message are empty:

  • This record will be created the first time that the Course Enrolment is saved with ‘For UIP’ switched on
  • This record will be updated when any of its fields changes AND is saved with ‘For UIP’ switched on
    • Course Enrolment> Start Date
    • Course Enrolment> Actual End Date. Note, if actual end is empty, we will use the nominal end instead. Leaving this field empty will not prevent UIP record being sent, unless nominal end is also empty
    • Course Enrolment> Nominal End Date

Qualification Completion

As long as no required fields for the message are empty:

  • This record will be created the first time that the Course Enrolment is saved with For UIP switched on AND Qual Issued is TRUE
  • This record will be updated when any of its fields changes AND is saved with ‘For UIP’ switched on
    • Course> Code
    • Course> Qualification Source
    • Course Enrolment> Qualification Date Issued
Unit Enrolment - the UIP Learner Componenet Enrolment and Learner Component Completion

Learner Component Enrolment

As long as no required fields for the message are empty:

  • This record will be created the first time that the unit enrolment record is saved AND all UIP required fields have some value in them WHILE Course Enrolment has ‘For UIP’ switched on AND WHILE Unit ‘For UIP’ is switched on
  • This record will be updated when any of its fields changes AND WHILE Course Enrolment has ‘For UIP’ switched on AND WHILE Unit ‘For UIP’ is switched on
    • Unit enrolment> start date
    • Unit enrolment> end date
    • Unit enrolment> actual end date. Note, if actual end is empty, we will use the nominal end instead. Leaving this field empty will not prevent UIP record being sent, unless nominal end is also empty
    • Unit enrolment> delivery location code
    • Unit enrolment> nominal hours
    • Unit enrolment> tuition weeks
    • Unit enrolment> fee
    • Course Enrolment> Funding Source > 02, 03 or 12 are the correct codes for UIP
    • Course> Qualification Source
    • Course> Code

Learner Component Completion

As long as no required fields for the message are empty:

  • This record will be created the first time that the unit enrolment record is saved AND SDR Outcome is 2,3,4 or 9 WHILE Course Enrolment has ‘For UIP’ switched on AND WHILE Unit ‘For UIP’ is switched on
  • This record may also be created when a unit enrolment is deleted. See UIP: Deleting or removing a unit enrolment
  • This record will be updated when any of its fields changes AND WHILE Course Enrolment has ‘For UIP’ switched on AND WHILE Unit ‘For UIP’ is switched on
    • Unit enrolment> end date
    • Unit enrolment> actual end date. Note, if actual end is empty, we will use the nominal end instead. Leaving this field empty will not prevent UIP record being sent, unless nominal end is also empty
    • Unit enrolment> SDR outcome code (note that updates will only be sent if the saved code is 2,3,4 or 9)
Initial Load

On initial load, every record that is already is a state to meet the UIP rules will be uploaded

  • units with For UIP true
  • course enrolments with For UIP true
  • as long as no required fields for each message are empty
SMS Information

Wisenet also sends a UIP web service message with information about the Wisenet SMS service.

  • You will not need to make any adjustments to this message as Wisenet will take care of it
  • Details of the SMS Information message are in the UIP: Wisenet Fields Map page
  • Our SMS Information message is submitted for Ministry of Education compliance testing as well as initial load and live streaming, where required

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