03 March 2025

Failed Record Messages

The NZQA Export Options window shows records that fail the validation rules for inclusion in an NZQA export.

An example of a failed record message is:

Person 445159, UI 243.419, Occ 13 has an invalid completion date and has an invalid address

The failed record messages are described in the following table.

Message	Possible Solutions
Doesn’t have a pass grade	Select the Is Pass check box for the grading scheme in the Grading Schemes reference data. OR Select the Is NZDipBus Course? check box (on the General tab in Curriculum Details).
Isn't published	Select the Submit to NZQA check box for the outcome status in the Outcome Statuses reference data.
Has an invalid completion date	Enter a valid date in the following fields: Date Awarded (on the Outcome Details screen in Academic History) Accreditation Expires (on the UI Level 3 tab in Curriculum Details) Date Awarded must be before the Accreditation Expires date. OR Select the Is NZDipBus Course? check box (on the General screen in Curriculum Details)
Has unpaid fee(s)	Set the Allow NZQA export when fees are unpaid institution setting to 'Y' (on the Fees and Payments screen). OR Ensure the learner’s calculated Outstanding Debt is $0 (on the Outcomes grid in Awards Manager).
Has an invalid address	Enter valid text in the Address line 1 field (on the Learner Details screen). There should also be an entry in at least one of the following fields: Address line 2 Address line 3 Address line 4 City Postcode
The learner's date of birth is not valid	Enter a valid date in the Date of Birth field (on the Learner Details screen).
The institution is not accredited	Select the NZQA Accredited check box (on the UI Level 3 tab in Curriculum Details).
The learner's gender has not been set	Enter a valid entry in the Gender field (on the Learner Details screen).
The learner does not have a valid ethnicity code set	Enter a valid entry in at least one of the three Ethnicity fields (on the Learner Details screen).