VoS file formats

Overview of file formats

The files exchanged by StudyLink and education providers through VoS Online are ASCII comma separated value (.csv) files. These have two header lines detailing the type of file, date it was produced, and the number of records contained. To increase the security of student’s information, there are no field name or column headings within the files.

Files to be transferred via VoS Online are compressed using the ZIP archive file format, without password protection.

Files are named in such a way that they can be easily distinguished. Each filename begins with a letter which specifically shows the type of the file, followed by the education providers MOE code (or EDUMIS number), and the date:

Prefix_ProviderCode_ddmmyyyy.extension

Naming standards

The table below shows the naming standards, using Massey University EDUMIS/MoE Code 7003 and the date of 1 May 2014. 

Files uploaded by StudyLink

The zip file may contain one or more of the above files depending on the information StudyLink is providing. Multiple files may be loaded by StudyLink on the same day, for example where waiting on production of a status report would cause undue delay to other files

In these cases, the file name will have a time stamp after the date, for example Z_7002_01052014045245.ZIP

Files uploaded by Education Providers

The zipped file from education providers, e.g. Z_7002_01052014.ZIP, may contain more than one file, for example:

C_7002_01052014.VOS VoS Response file

F_7002_01052014.PAY  Fee Refund Schedule

Additional files can be uploaded by education providers during the same day, provided their filenames are unique. For example if a student was overlooked in the file Z_7002_01052014.ZIP, a follow-up file could be loaded by the education provider with the name Z_7002_01052014A.ZIP

VoS request files

VoS Request files are placed automatically on the VoS Online website the day they are generated. Where a StudyLink Officer initiates a re-VoS, that request is issued overnight, so will be in the VoS Request file that is placed on the website the following day.

A VoS Request file will only contain one record (line) per student.

When viewed as a .csv file a VoS Request file will appear as below:

WINZ Verification of Study Request Filename=R_7003_01052014.VOS

No. of records=3 Date Sent=01052014 SLO Officer=StudyLink

"ARCHER","STERLING",05121978,900005601,13156008,25012014,1,1,F

"GRIFFIN","PETER",25011977,900005626,13156042,25012014,1,1,F

"STARK","EDDARD",22071973,900005634,13155860,25012014,1,1,V

The header contains two lines. The first line indicates that it is a VoS Request file for 7003, the second that it contains 3 records, and was generated on 1 May 2014.

The table below breaks down each of the fields, using the first record as an example:

VoS response files

Where a field is not required to be completed, it is left blank. For example, within a VoS response, where vacation periods are not required to be entered, the field called “Study Break 1 Start Date” should be blank.

One record (line) is to be returned per programme of study.

A VoS response will look slightly different in each case, depending on whether it is a confirmed response, or an unconfirmed response, and also whether the student has fees, segments, or vacation periods.

An example of a VoS response file in .csv format.

"ARCHER","STERLING",05121978,900005601,13156008,25022013,1,1, ,MY0087,25022013,22062013,0.5,25022013,22062013,0.5,,,,,,,,,, ,,,,,3067.9,0,01

Where the field is not required, it should be left as NULL, with the exception of a Fees Request; where no fees are required, return 0.

Where a field is not required, no spaces should be entered. No spaces should be entered in between commas, and no commas should be added or removed.

For any name or status fields, the content of the field must be between by quotation marks/speech marks. For example, “ARCHER”,“STERLING” as opposed to ARCHER, STERLING. This is the same for any status fields as well.

For further information regarding VoS Responses, see section 4 of this document.