03 March 2025

Update the NSI Record

If some of the ebs field values for a learner record have been updated, it is possible to transfer these updated values to the NSI.

Updates to fields triggering a record to be included are as follows:

  • PEOPLE.SURNAME
  • PEOPLE.FORENAME
  • PEOPLE.MIDDLE_NAMES
  • PEOPLE.PREFERRED_NAME_FORMAT
  • PEOPLE.SEX
  • PEOPLE.DATE_OF_BIRTH
  • PEOPLE.VERIFICATION_NAME_DOB
  • PEOPLE.RESIDENTIAL_STATUS
  • PEOPLE.VERIFICATION_RESIDENTIAL
  • PEOPLE.ALT_SURNAME
  • PEOPLE.PREVIOUS_FORENAMES
  • PEOPLE.VERIFICATION_ALT_NAME_DOB

This functionality is only available for ebs learners with a verified NSN value. To update NSI values from the ebs learner record, you must first search for the NSI record using the NSI search, then select the matching NSI record in the NSI Results grid.

To update the NSI record:

  1. Select the fields that you want to update in the left-hand section of the Person Details panel.

    By default, the following ebs fields will be selected to update the NSI (if the ebs fields have a value):

    • Surname
    • Forename
    • Middle Names
    • Preferred Name Indicator
    • Gender
    • Date Of Birth
    • Name Verification
    • Residential Status
    • Residential Status Verification

    If the record to be updated on NSI has BDM (Birth, Death or Marriage) in any of the verification fields then only Preferred Name Indicator, Gender, and Alternative Name fields will be available for selection.

    The following ebs fields are not available to update the NSI:

    • NSN
    • Date Of Death
    • NZQA Paid
    • NSI Status

    You can also select or deselect all the ebs fields by clicking the Select All or Unselect All button as required on the NSN ribbon.

    The alternative name that will be passed during the update to the NSI will be defined by what ebs considers to be the alternative name. Refer to Legal and Alternative Names for further information.

  2. Click the Update NSI button on the NSN ribbon.

    You are prompted to confirm the NSI record update and that if the ebs learner names are different to the NSI, then an alternative name will be created on the NSI.

  3. Click Yes on the message to update the NSI record with the selected field values from the ebs record. An alternate name may be created on the NSI if the ebs and NSI names are different.

    If there is an error generated when you try to update the NSI, the error description will be displayed on the message.

When certain learner fields in ebs are updated, a flag is set against the learner record to indicate that this record should display in the Updated list in the NSN module. You can update the relevant NSI record with the updated values. However, they can also ignore the updated ebs fields without updating the relevant NSI record.

To ignore the ebs update, select the required ebs record in the Updated list, and then click the Ignore button on the NSN ribbon.

The NSI updated flag against the ebs learner record will be cleared and the learner record will no longer display in the Updated list.