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SDR File Guidelines

Using field mappings you can see where SDR data sits in your Tuple database.

Alister avatar
Written by Alister
Updated over a month ago

How to read the SDR files

There are five SDR Files mapped to Tuple Fields.  You can open up the SDR files as exported from Tuple. With a little help from the SDR manual you can make sense of these.

Each SDR File has a File Specification in which there is a table that provides three (3) key pieces of information to help you read the export file. These tables appear near the start of the SDR manual and give:

  • Fields: Field Title

  • Length: The length of that field

  • Position: The column that the field starts in

Although the columns are side by side in the SDR files with no borders between them, you can count the number of characters from the left or open the file using spreadsheet software such as Microsoft Excel.
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 1: Course Enrolment (ENRL)

Note: For a Unit Enrolment to appear in the ENRL file it must:

  • be marked as ‘For SDR’

  • have an EFTS value

  • have a Unit Enrolment Start Date Year that is less than or equal to ( <= ) the export year

  • have a Unit Enrolment End Date Year that is greater than or equal to ( >= ) the export year

 2: Learner File (LEAR)

Note: For a Learner to appear in the STUD File it needs to have a record in the ENRL File.

 3: Course Register File (REGT)

Note: Unit details will appear in the REGT file:

  • when an enrolment in this Unit appears in the ENRL File

  • taken from the Unit Offer with the latest start date, which has enrolments that appear in the ENRL file

  • this means that at least one unit offer with relevant enrolments should have a start date

 4: Course Completion (COURCOMP)

Note: A Unit Enrolment will appear in the COURCOMP File when:

  • marked as ‘For SDR’

  • the Learner is a ‘D’ Type Student AND there is a corresponding Unit Enrolment record in the COUR File OR have a Unit Enrolment Extension Date Year that is equal to the export year AND Unit Enrolment End Date is less than Export Year

 5: Qualification Completion (QUALCOMP)

Note: For a qualification completion to appear in the QUALCOMP file it must:

  • be in a Course Offer that is ‘For SDR’

  • have the Course Enrolment Qualification Issued flag ticked

  • have the following Reporting Year check logic

    • If Course Enrolment > Nominated Report Period is set then uses this Year to filter, else continue

    • If Course Enrolment > Actual End Date is set then uses this Year to filter, else continue

    • If Course Enrolment > End Date is set then uses this Year to filter, else skip in export.

If you update the Actual End Date to a subsequent year after reporting in a previous SDR year, a duplicate record will be added to the TEC’s system.
This is deprecated as it is essentially a fraudulent claim for a second completion for the same course offer enrolment.

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