StudyLink Institution Settings

This field	Holds this information...
StudyLink current year start date	The StudyLink current year start date is used by StudyLink in three ways: Fees This date and the StudyLink current year end date are used to identify fees to match when importing StudyLink payment files. The FEE_DATE must fall between these two dates to match against a StudyLink imported receipt. VoS Requests This date is used to determine the creation of internal VoS Requests. A learner must have VoS Requests and Responses with the following: CREATED_DATE ≥ StudyLink current year start date STUDY_START_DATE ≥ StudyLink current year start date VoS Responses This date is used to determine the creation of a VoS Response to an internal request. The system looks at a previous response (CREATED_DATE ≥ StudyLink current year start date) to check whether the intended response is the same. Note: If any value is specified for the Look-back period (days) setting, then this value overrides the StudyLink current year start date in the creation of VoS Requests or Responses. Therefore, the Lookback period (days) field must be left blank in order to use the StudyLink current year start date. Click the Calendar button to display the calendar, where you can select the required date.
StudyLink current year end date	This date and the StudyLink current year start date are used to identify fees to match when importing StudyLink payment files. The FEE_DATE must fall between these two dates to match against a StudyLink imported receipt. Click the Calendar button to display the calendar, where you can select the required date.
Default who to pay	The default ‘who to pay’ value to be used for automatically added receipts for payment schedule files.
Default receipt type	The default receipt type to be used for automatically added receipts for payment schedule files.
Minimum fee increase for new VOS request ($)	The minimum fee increase needed to trigger an automatic VoS Request to be generated for an under-payment from a payment schedule file.
Student loan default payment method	The default payment method to be applied to a receipt that has been created in response to the import of a daily payment schedule file.
Step Up scholarship default payment method	The default payment method to be applied to a receipt that has been created in response to the import of a Step Up Scholarship payment schedule.
Bonded merit scholarship default payment method	The default payment method to be applied to a receipt that has been created in response to the import of a Bonded Merit Scholarship payment schedule.
TeachNZ scholarship default payment method	The default payment method to be applied to a receipt that has been created in response to the import of a TeachNZ Scholarship payment schedule.
Source of start and end dates in VOS response file	How the system reports study breaks in the VoS Response file. Study breaks are defined as more than three consecutive weeks where no study occurs. Select from the following: Level 1 - the start and end dates reported in the VoS Response file are reported from the parent qualification Level 2 - the start date will be set to the earliest course start date that is after the requested study start date. The end date will be taken from the last course end date that is after the requested study start date Note: Where there are multiple qualifications to be taken into account, then the process will take the earliest start date and the latest end date of all the qualifications involved.
Default Active progress code for paid enrolments	The default progress code to be used when fees have been fully matched as part of a payment file processing, and the progress code was originally an active progress code. If the default progress code has not been set, the existing progress code will be left unchanged.
Default Active progress code for partially paid enrolments	The default progress code to be used when fees have been partially matched as part of a payment file processing, and the progress code was originally an active progress code. If the default progress code has not been set, the existing progress code will be left unchanged.
Default Completed progress code for paid enrolments	The default progress code to be used when fees have been fully matched as part of a payment file processing, and the progress code was originally a completed progress code. If the default progress code has not been set, the existing progress code will be left unchanged.
Default Completed progress code for partially paid enrolments	The default progress code to be used when fees have been partially matched as part of a payment file processing, and the progress code was originally a completed progress code. If the default progress code has not been set, the existing progress code will be left unchanged.
Include EFTS for Withdrawn or Transferred Courses	Use this setting to specify that EFTS values are reported in a VoS Response file for withdrawn and transferred courses. Select Y to return EFTS values in the VoS Response file for course enrolments that have a progress status of: Active (not pending) Complete Withdrawn Transferred Select N to return EFTS values in the VoS Response file for course enrolments that have a progress status of: Active (not pending) Complete
Include Fees for Withdrawn or Transferred Courses	Use this setting to specify that fees are reported in a VoS Response file for withdrawn and transferred courses. Select Y to return fees in the VoS Response file for course enrolments that have a progress status of: Active (not pending) Complete Withdrawn Transferred Select N to return fees in the VoS Response file for course enrolments that have a progress status of: Active (not pending) Complete
Segment the VOS Response File	Whether study segments are reported in the VoS Response file. Note: If set to Y, the VOS Segment Time Period (weeks) field is enabled.
VOS Segment Time Period (weeks)	The number of weeks (from 1 to 99 inclusive) between study periods that require different study segments in the VoS Response file. Note: This field is only enabled if the Segment the VOS Response File setting is set to Y.
Study Break Time Period (weeks)	The number of weeks (from 1 to 99 inclusive) between study periods that ebs will treat as a study break. Note: The default number is 4.
Ignore mismatches in the VOS response	Use this setting to specify whether or not selecting a mismatch reason (Not Known or Pending) is returned in the VoS Response. Select Y to ignore a mismatch reason, and always return a ‘Confirmed’ value (blank response in the data) for records with an auto-match status of ‘Matched’. Select N to select a mismatch reason, and return this value in the VoS Response. Note: Always return a ‘Not Known’ value (N in the data) for records with an auto-match status of ‘Not Matched’.
Long-back period (days)	The number of days (from today’s date) that ebs uses to ‘look back’ over previous enrolments to include them in an internal VoS Request, providing that: The learner has a cycle of VoS Request and Response for the Qual that has changed, with STUDY_START_DATE ≥ look-back period If more than one VoS Request matches the criteria for the STUDY_START_DATE, the one with the latest creation date will be used as the basis for the internal VoS Request Note: If this setting is left blank, ebs uses the date entered in the StudyLink current year start date setting to determine the creation of internal VoS Requests.

StudyLink current year start date

The StudyLink current year start date is used by StudyLink in three ways:

Fees
This date and the StudyLink current year end date are used to identify fees to match when importing StudyLink payment files.
The FEE_DATE must fall between these two dates to match against a StudyLink imported receipt.
VoS Requests
This date is used to determine the creation of internal VoS Requests. A learner must have VoS Requests and Responses with the following:
- CREATED_DATE ≥ StudyLink current year start date
- STUDY_START_DATE ≥ StudyLink current year start date
VoS Responses

This date is used to determine the creation of a VoS Response to an internal request. The system looks at a previous response (CREATED_DATE ≥ StudyLink current year start date) to check whether the intended response is the same.

Note: If any value is specified for the Look-back period (days) setting, then this value overrides the StudyLink current year start date in the creation of VoS Requests or Responses. Therefore, the Lookback period (days) field must be left blank in order to use the StudyLink current year start date.

Click the Calendar button to display the calendar, where you can select the required date.

StudyLink current year end date

This date and the StudyLink current year start date are used to identify fees to match when importing StudyLink payment files.

The FEE_DATE must fall between these two dates to match against a StudyLink imported receipt.

Click the Calendar button to display the calendar, where you can select the required date.

Default who to pay

The default ‘who to pay’ value to be used for automatically added receipts for payment schedule files.

Default receipt type

The default receipt type to be used for automatically added receipts for payment schedule files.

Minimum fee increase for new VOS request ($)

The minimum fee increase needed to trigger an automatic VoS Request to be generated for an under-payment from a payment schedule file.

Student loan default payment method

The default payment method to be applied to a receipt that has been created in response to the import of a daily payment schedule file.

Step Up scholarship default payment method

The default payment method to be applied to a receipt that has been created in response to the import of a Step Up Scholarship payment schedule.

Bonded merit scholarship default payment method

The default payment method to be applied to a receipt that has been created in response to the import of a Bonded Merit Scholarship payment schedule.

TeachNZ scholarship default payment method

The default payment method to be applied to a receipt that has been created in response to the import of a TeachNZ Scholarship payment schedule.

Source of start and end dates in VOS response file

How the system reports study breaks in the VoS Response file. Study breaks are defined as more than three consecutive weeks where no study occurs.

Select from the following:

Level 1 - the start and end dates reported in the VoS Response file are reported from the parent qualification
Level 2 - the start date will be set to the earliest course start date that is after the requested study start date. The end date will be taken from the last course end date that is after the requested study start date

Note: Where there are multiple qualifications to be taken into account, then the process will take the earliest start date and the latest end date of all the qualifications involved.

Default Active progress code for paid enrolments

The default progress code to be used when fees have been fully matched as part of a payment file processing, and the progress code was originally an active progress code.

If the default progress code has not been set, the existing progress code will be left unchanged.

Default Active progress code for partially paid enrolments

The default progress code to be used when fees have been partially matched as part of a payment file processing, and the progress code was originally an active progress code.

If the default progress code has not been set, the existing progress code will be left unchanged.

Default Completed progress code for paid enrolments

The default progress code to be used when fees have been fully matched as part of a payment file processing, and the progress code was originally a completed progress code.

If the default progress code has not been set, the existing progress code will be left unchanged.

Default Completed progress code for partially paid enrolments

The default progress code to be used when fees have been partially matched as part of a payment file processing, and the progress code was originally a completed progress code.

If the default progress code has not been set, the existing progress code will be left unchanged.

Include EFTS for Withdrawn or Transferred Courses

Use this setting to specify that EFTS values are reported in a VoS Response file for withdrawn and transferred courses.

Select Y to return EFTS values in the VoS Response file for course enrolments that have a progress status of:

Active (not pending)
Complete
Withdrawn
Transferred

Select N to return EFTS values in the VoS Response file for course enrolments that have a progress status of:

Active (not pending)
Complete

Include Fees for Withdrawn or Transferred Courses

Use this setting to specify that fees are reported in a VoS Response file for withdrawn and transferred courses.

Select Y to return fees in the VoS Response file for course enrolments that have a progress status of:

Active (not pending)
Complete
Withdrawn
Transferred

Select N to return fees in the VoS Response file for course enrolments that have a progress status of:

Active (not pending)
Complete

Segment the VOS Response File

Whether study segments are reported in the VoS Response file.

Note: If set to Y, the VOS Segment Time Period (weeks) field is enabled.

VOS Segment Time Period (weeks)

The number of weeks (from 1 to 99 inclusive) between study periods that require different study segments in the VoS Response file.

Note: This field is only enabled if the Segment the VOS Response File setting is set to Y.

Study Break Time Period (weeks)

The number of weeks (from 1 to 99 inclusive) between study periods that ebs will treat as a study break.

Note: The default number is 4.

Ignore mismatches in the VOS response

Use this setting to specify whether or not selecting a mismatch reason (Not Known or Pending) is returned in the VoS Response.

Select Y to ignore a mismatch reason, and always return a ‘Confirmed’ value (blank response in the data) for records with an auto-match status of ‘Matched’.

Select N to select a mismatch reason, and return this value in the VoS Response.

Note: Always return a ‘Not Known’ value (N in the data) for records with an auto-match status of ‘Not Matched’.

Long-back period (days)

The number of days (from today’s date) that ebs uses to ‘look back’ over previous enrolments to include them in an internal VoS Request, providing that:

The learner has a cycle of VoS Request and Response for the Qual that has changed, with STUDY_START_DATE ≥ look-back period
If more than one VoS Request matches the criteria for the STUDY_START_DATE, the one with the latest creation date will be used as the basis for the internal VoS Request

Note: If this setting is left blank, ebs uses the date entered in the StudyLink current year start date setting to determine the creation of internal VoS Requests.