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NZQA API — Sync and Learner Management

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The NZQA API module connects your school directly to NZQA, so you can compare and sync enrolments, learner details and standard entries from the NZQA Sync page, and look up or create learner NSNs from the student record. The module must be enabled for your school — contact support if you don't see the NZQA Sync page. Your school's NZQA provider number, location number and API credentials are configured by the support team as part of enabling the module.

The NZQA API module connects your school directly to NZQA, so you can compare and sync enrolments, learner details and standard entries from the NZQA Sync page, and look up or create learner NSNs from the student record. The module must be enabled for your school — contact support if you don't see the NZQA Sync page. Your school's NZQA provider number, location number and API credentials are configured by the support team as part of enabling the module.

Who can use it

The NZQA Sync page requires the NZQA API Officer permission, granted through the NZQA API Officer role ("Responsible for import and export data between NZQA via API"). The page applies to schools with Year 9–15 students.

The NZQA Sync page

Open NZQA Sync from the NCEA menu. The page has a Bulk Sync panel at the top and four tabs: Enrolments, Learner Details, Standard Entries and Logs.

Screenshot: NZQA Sync page showing the Bulk Sync panel and the four tabs

Bulk Sync

  1. Tick what you want to sync: Enrolments, Learner Details and/or Standard Entries.
  2. Choose the Year Levels to include.
  3. For standards, set the options: Only send internal standards with results, Include Emergency Derived Grades, and Exclude Fee Paying students.
  4. Click Sync All Selected and confirm in the Confirm NZQA Sync dialogue. A warning is shown if fee-paying students are included.

Bulk syncs run as background jobs. The Job Status panel shows progress, and a Download Log link is available for each job.

Enrolments tab

  1. Click Compare Enrolments. The page fetches your NZQA data and compares it with edge.
  2. Review the results table (Status, NSN, Name, Year Level, Student Type, Enrolment Date, Leaving, Differences, Action), using the filter to show All, New, Different, Match, Leaver or NZQA Only rows. Summary badges show the counts.
  3. Use the Action column to sync individual enrolments, or use Bulk Sync for everything at once.

Learner Details tab

  1. Click Compare Details.
  2. Filter by Pending, Synced or Leaver and review the table (Status, NSN, Name, Year Level, Student Type, Action).
  3. Sync individual learners from the Action column.

Standard Entries tab

  1. Select the students to include, then click Compare Standards. Options let you send only internal standards that have results and include Emergency Derived Grades.
  2. Review the comparison (Status, NSN, Name, Student Type, Class, Standard, Int/Ext, Local Result, NZQA Result, Differences, Action), filtering by New, Different, Match, Leaver, NZQA Only or Withdrawn.
  3. Sync entries from the Action column.

Logs tab

Shows the history of syncs (Date/Time, Status, Summary, User, Action). Filter by All, Bulk Jobs or Individual Syncs, and click Show More to load older entries.

Looking up or creating an NSN from the student record

Where the learner-management part of the module applies to your school (Helix / Cook Islands schools), the student's Basic Details page includes an NSI Lookup button ("Search NZQA NSI for this student's NSN").

  1. Open the student's Basic Details page and click NSI Lookup. The search uses the student's first name, last name and date of birth.
  2. Review the matches, which show NSN, Name, Date of Birth, Gender, Match Score and Status.
  3. Either:
  • Select the correct match and click Use Selected NSN to save that NSN to the student, or
  • Click Create new NSN to register the student as a new learner with NZQA and save the newly issued NSN. The student must have a date of birth and a gender recorded.

Screenshot: NSI Lookup results window with match scores and the Use Selected NSN and Create new NSN buttons

Tips

  • Run the Compare actions first and review the differences before syncing — the tables show exactly what will change on the NZQA side.
  • Watch for the fee-paying student warning before confirming a sync, and use Exclude Fee Paying students in Bulk Sync where appropriate.
  • The Download Log link on the Job Status panel (and the Logs tab) is the first place to check if a sync doesn't complete as expected.
  • The legacy file-based NZQA Import/Export menu (export files, results file import, moderation) is separate from this module and remains available regardless of the API module.

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