Data submission methods
Schools must submit student entry and result data to NZQA at regular intervals.
There are 2 different methods:
Web entries application
Web entries is used by schools with relatively few candidates participating in the New Zealand Qualifications and Credentials Framework (NZQCF). These schools can enter and update their candidate's data online.
Student management system (SMS) data submission
Your SMS can send data updates to NZQA via a connection between the systems (API).
Each SMS handles this process differently.
Some SMS automatically and continuously send data to NZQA as soon as it is saved or approved. Others depend on school staff to initiate or schedule a sync between the systems.
For further instructions contact your SMS vendor.
On this page
Data submission errors
For each item of data (for example, 1 enrolment or 1 result) submitted to NZQA, a success or failure response will be returned.
If a submission fails, an error message will explain why NZQA could not create or update the data.
It is important that schools review these error messages so records can be corrected and the data can be resubmitted by your SMS. If errors are not resolved, candidates may miss out on earned credits or may not be registered for an external exam, for example.
Some errors will advise schools to contact NZQA. If this happens, email us with a copy of the error message and your contact details:
For other errors you are unsure how to fix, please contact your SMS vendor.
Data submission dates
Schools must submit entries and results within the dates shown on the Key dates for secondary assessment calendar.
Go to Key dates for secondary assessment
Ideally, schools will update NZQA every month starting from April. However, they can choose to update more frequently (or continually) to keep their data with NZQA as current as possible.
Data submission opens in mid‑March. Before this, NZQA is still processing data from the previous year.
We use the following data cut‑off dates to administer external examinations:
- 1 August - Data used to calculate how many examination papers need to be printed. Applications for Special Assessment Conditions are also reviewed based on the entries at this time.
- 1 September - Data used to personalise examination papers for candidates and generate barcodes for security and tracking.
From early December, schools can only update data for internal standard entries and results.
Standards file
We give an updated standards file to SMS vendors every month. SMS vendors make this file available to schools. The updated file contains the latest version of all standards on the NZQCF.
Don't confuse the standards file in the SMS with your school's Consent to Assess file. You should download your Consent to Assess file from File Downloads in the school portal.
You can only report results outside your Consent to Assess using another provider's code with their agreement. The key indicator list will highlight any entries reported that don't have appropriate Consent to Assess.
These results will not count towards candidates' Records of Achievement or inclusion for NCEA qualifications until a provider code with Consent to Assess is selected.
Use the Report Facility in the school portal to check the data submitted.