Report file formats

Status Reports

Status reports provide information on the state of Student Loan applications for students that have applied for one, and elected to have it pay their compulsory fees to their education provider. These are uploaded the morning of each weekday to VoS Online, and report statuses as at close of business the previous day.

There are multiple different states, and contexts within those states, that indicate the progress of a student’s application. Status Reports training material is available from the StudyLink Helpline and explains the status reports, states and contexts and periods they will appear for in further detail.

There may be multiple entries for the same student on any single status report, if they have made applications to StudyLink for different periods of study, or made an additional application for the same period.

By default the information on the Status Reports will be grouped by the ‘State’ and then ordered by the students’ Family Name. The Campus field will only be included if provider requests Campus to be reported.

Status reports are generated even if there are no students to be reported on that status report. The states are captured overnight and the Status Report shows the state and the date the state was captured.

The state shown will be the overall state of the student’s application, as the Status Report can only show one state per application. Where context information is associated with a state this will also be reported, for example:

Status:

INCP Application is incomplete and cannot proceed without further information

Context:

IRDN The student needs to indicate what their IRD number is

If multiple items of information are required for an application, these will be listed with a hash (#) separating them in the context field.

When viewed as a .csv file a status report will appear as;

WINZ Automated Status Report Filename=S_7001_15012014.ASR

No. OF records=5 DATE Sent=15012014 SSO Officer=WINZ Student Services

"AUCKLAND","BANNER","DAVID",02031994,900004012,"13345330",22072013,ACTIVE,30072013,

"AUCKLAND","CLEGANE","GREGOR",28111988,900003824,"13453017",22072013,ACTIVE,25072013,

"AUCKLAND","CONNOR","JOHN",07031985,900003859,"12569082",10022014,ACTIVE,08012014,

"AUCKLAND","GRIFFIN","PETER",18011971,90003904,"13452409",22072013,ACTIVE,17062013,

"AUCKLAND","JORDAN","HAL",04111977,900004098,"12570292",10022014,ACTIVE,13012014,

The header advises that this is a status report for provider. 7001 University of Auckland The report is sent on 15 January 2014 and contains five records.

The table below advises what each field is, using the first record as an example.

Field Name	Field Length	Field Format	Contents of this file	Comments
Campus	60		Auckland	The campus the student is enrolled with
Last Name	30		BANNER
First Name	30		DAVID
Date of birth	8	ddmmmyyyy	02031994
StudyLink Client Number	9	nnnnnnnnn	900004012
Student ID Number	10	nnnnnnnnnn	13345330
Study start date	8	ddmmyyyy	22072013
Status	6		ACTIVE
Status Date	8	ddmmyyyy	30072013	The date that the Student Loan switched to this status
Context	30

The Status Report ‘Context’ values STID and FEES can show for multiple providers, but they may not necessarily be for your particular provider. For example, the student may be studying at both 6001 and 7003. A student ID has been supplied for 6001, but is still required for 7003. In this case, the Context field will show STID on the status reports for both 6001 and 7003.

Non-payment of fees report

Where required, these reports are loaded onto VoS Online the morning after fees were due to be paid. They show cases where fees were initially to be paid via the Student Loan but following a change in circumstance will not be. There are a variety of reasons why course fees may not be paid to providers, including:

• The student has withdrawn from study.
• The student requests their application for a Student Loan is discontinued.
• The student changes their mind and no longer wants their fees paid via the loan.
• The student’s application for a Student Loan is declined.
• The student cancels their Student Loan within the 7-day disclosure period.
• The student’s programme is not approved by TEC for fee payment

The report will confirm that fee payment will not be forthcoming, but does not specify the reason for individual students. If there are no students at a provider who require reporting on when it is scheduled to be run, then no non-payment of fees report will be generated for that provider for that day.

When viewed as a .csv file a non-payment of fees report will appear as below;

StudyLink Notification of Non Payment of Fees Filename=D_8509_01052014.DEC

No. of records=1 Date Sent=01052014 SSO Officer=SLO

"MARTELL","OBERYN",05071982,900003824,2012003

This header confirms that this is a non-payment of fees report for provider 8509, contains one record and was sent on 1 May 2014.

The table below shows each field, using the first record as an example:

Field Name	Field Length	Field Format	Contents of this file
Last Name	30		MARTELL
First Name	30		OBERYN
Date of birth	8	ddmmyyyy	05071982
StudyLink Client Number	9	nnnnnnnnn	900003824
Student ID Number	10	nnnnnnnnnn	2012003