03 March 2025

Use StudyLink

The StudyLink module is divided into the following tabs:

Select the VoS Details tab to view VoS details and do the following:

VoS Details tab

The fields on the VoS Details tab are described in the following table.

This field Holds this information...
Locked Whether to mark the record for inclusion in the VoS Response file. A record must be unlocked to be included.
Student ID The learner ID.
Client Number (yellow) The client number (from StudyLink).
Family Name The learner's surname.
Given Names The learner's forename(s).
DOB (yellow) The learner's date of birth (from StudyLink).
Start Date The learner's study start date.
Fee Info

Whether study details, or study and fee details, are required for the learner and will be included in the VoS Response:

  • V - indicates that study details only are required
  • F - indicates that study details, and fee details (total compulsory fees and fees requested), are required
Request Source

This field displays one of the following:

  • For an external VoS Request – the name of the file in which the record was imported
  • For an internal VoS Request – the reason why the request was generated (that is: fee change, course link, underpayment, manual request, source of funding change)
Match Condition The matching conditions that were used to obtain the Match Status (for example: Student ID and DOB).
Match Status Whether the record is matched, not matched, or partially matched.
Bad Debtor Whether the learner is likely to fall into ‘bad debt’ (for example: late in paying fees).
Date of Death The learner's date of death.
Person Code The learner's person code.
Client Number (white) The learner's client number (from the ebs database).
Surname The learner's surname.
Forename The learner's forename.
Middle Names The learner's middle name(s).
Alternative Surname The learner's alternative surname.
Alternative Forename The learner's alternative forename.
DOB (white) The learner's date of birth (from the ebs database).
Unconfirmed Whether the learner is unconfirmed.
Not Known or Pending

When the system auto-matches learners in the VoS Request file, it may assign a Not known or Pending value that will be exported in the VoS Response file.

You can edit this value by selecting from the drop-down list.

Select the Pending Refund Details tab to view pending refund records and export the latest refund file.

Pending Refund Details tab

The fields on the Pending Refund Details tab are described in the following table.

This field Holds this information...
Locked Whether to mark the record for inclusion in the VoS Response file. A record must be unlocked to be included.
Student ID The learner ID.
Client Number (yellow) The client number (from StudyLink).
Family Name The learner's surname.
Given Names The learner's forename(s).
DOB (yellow) The learner's date of birth (from StudyLink).
Amount The refund amount.
Status The refund status.

Select the Payment Details tab to view payment records and do the following:

Payment Details tab

The fields on the Payment Details tab are described in the following table.

This field Holds this information...
Student ID The learner ID.
Client Number (yellow) The client number (from StudyLink).
Family Name The learner's surname.
Given Names The learner's forename(s).
DOB (yellow) The learner's date of birth (from StudyLink).
Match Condition The matching conditions that were used to obtain the Match Status (for example: Student ID and DOB).
Match Status Whether the record is matched, not matched or partially matched.
Person Code The learner's person code.
Client Number (white) The learner's client number (from the ebs database).
Surname The learner's surname.
Forename The learner's forename.
Middle Names The learner's middle name(s).
Alternative Surname The learner's alternative surname.
Alternative Forename The learner's alternative forename.
DOB (white) The learner's date of birth (from the ebs database).
Not Known or Pending

When the system auto-matches learners, it may assign a Not known or Pending value that will be exported in the VoS Response file.

You can edit this value by selecting from the drop-down list.
Amount The payment amount.
Payment Type The payment type.
File Name The file name.

Use the Status Reports tab to view status report details and do the following:

Status Reports tab

The fields on the Status Reports tab are described in the following table.

This field Holds this information...
Student ID The student ID.
Client Number (yellow) The client number (from StudyLink).
Family Name The learner's surname.
Given Names The learner's forename(s).
DOB (yellow) The learner's date of birth (from StudyLink).
Match Condition The matching conditions that were used to obtain the Match Status (for example: Student ID and DOB).
Match Status Whether the record is matched, not matched, or partially matched.
Person Code The learner's person code.
Client Number (white) The learner's client number (from the ebs database).
Surname The learner's surname.
Forename The learner's forename.
Middle Names The learner's middle name(s).
Alternative Surname The learner's alternative surname.
Alternative Forename The learner's alternative forename.
DOB (white) The learner's date of birth (from the ebs database).
Not Known or Pending

When the system auto-matches learners in the VoS Request file, it may assign a Not known or Pending value that will be exported in the VoS Response file.

You can edit this value by selecting from the drop-down list.
Status The current application status.
File Name The file name.
Status Date The date of the current status.
Status Context The status context. Refer to the StudyLink website for further information.

Select the Non Payment Details tab to view non-payment details and do the following:

Non Payment Details tab

The fields on the Non Payment Details tab are described in the following table.

This field Holds this information...
Student ID The student ID.
Client Number (yellow) The client number (from StudyLink).
Family Name The learner's surname.
Given Names The learner's forename(s).
DOB (yellow) The learner's date of birth (from StudyLink).
Match Condition The matching conditions that were used to obtain the Match Status (for example: Student ID and DOB).
Match Status Whether the record is matched, not matched or partially matched.
Person Code The learner's person code.
Client Number (white) The learner's client number (from the ebs database).
Surname The learner's surname.
Forename The learner's forename.
Middle Names The learner's middle name(s).
Alternative Surname The learner's alternative surname.
Alternative Forename The learner's alternative forename.
DOB (white) The learner's date of birth (from the ebs database).
Not Known or Pending

When the system auto-matches learners in the VoS Request file, it may assign a Not known or Pending value that will be exported in the VoS Response file.

You can edit this value by selecting from the drop-down list.
File Name The file name.

The left-hand side of the grids are displayed in yellow to denote that they are StudyLink records, and any suggested records for learners in the ebs database are displayed in the right-hand side in white.

Yellow and white fields

To select a different set of records to view, select the required option from the Auto-match Status drop-down list.

Auto-match Status drop-down list

To show only locked records, select the Show locked only check box. A locked record is excluded from the VoS Response file.

Show locked only check box

Use the tabs at the bottom of the screen to view more details of the selected learner.

More Details, Enrolments, Fees and Receipts tabs