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NZQA Sync

Helix now connects directly to NZQA using a secure REST API. Previously, Helix generated an XML file which schools manually uploaded to the NZQA website. This process has now been replaced with real-time synchronisation using the NZQA SMS API. This change provides: No XML file exports No manual uploads Faster processing Immediate validation and feedback Reduced administrative overhead

 

 

To access this screen you need both NZQA API Officer and Principals Nominee rights. You also need to have the ESL machine passphrase entered under Admin\Import/Export\Miscellaneous - NZQA API Credentials

 

The NZQA Sync screen contains four tabs: 

 

Tab 

Purpose 

Enrolments 

Sync student enrolment records 

Learner Details 

Sync student identity records 

Standards 

Sync standard entries and results 

Logs 

View sync history and progress 

The status banner at the top shows: 

  • Last sync time 

  • Current processing progress 

  • Summary of changes 

 

 

Compare Enrolments 

 

 Compare Enrolments

 

Compare Details 

 Compare Details

 

Compare Standards 

Helix retrieves current NZQA records and compares them with Helix. 

 Compare Standards

Students will be categorised: 

Status 

Meaning 

Match 

No changes required 

New 

Exists in Helix but not NZQA 

Different 

Differences detected 

Leaver 

Student left school 

NZQA Only 

Exists in NZQA but not Helix 

 

 Review 

Review the list of changes. 

 

For standards, you will see: 

Column 

Meaning 

Local Result 

Result stored in Helix 

NZQA Result 

Result currently held by NZQA 

Differences 

Any mismatch 

 

 Sync 

 

You can sync: 

Individual students: click Sync or Push 

Bulk: click Sync All Selected 

 

Helix will submit changes to NZQA immediately. 

 

Sync Status Indicators 

Status 

Meaning 

Pending 

Not yet synced 

Synced 

Successfully sent 

Leaver 

Leaving student recorded 

Match 

Already identical 

 

 

How the API Works (Technical Summary) 

 

When syncing, Helix: 

  1. Authenticates securely with NZQA 

  1. Sends changes using the NZQA API 

  1. NZQA validates and stores the data 

  1. Returns confirmation or errors 

This replaces the previous XML upload and batch processing system. 

 

The API allows: 

  • Creating enrolments 

  • Updating learner details 

  • Creating standard entries 

  • Submitting results 

 

Processing occurs immediately instead of waiting for batch processing. 

 

Important Behaviour Changes 

 

No more full file uploads 

Previously: 

  • Entire school data uploaded 

Now: 

  • Only changed records are sent 

 

Faster updates 

Changes are processed immediately. 

Previously processing could take days. 

 

Better transfer handling 

When a student moves schools: 

 

Previous system: 

  • All entries withdrawn 

  • New school re-entered results 

New system: 

  • Enrolment transferred automatically 

  • Results remain intact 

 

Recommended Workflow 

Recommended frequency: 

  • Daily during peak periods 

  • Weekly minimum otherwise 

Suggested process: 

  1. Click Compare 

  1. Review differences 

  1. Click Sync 

 

Troubleshooting 

If records do not sync, check: 

  • Student has a valid NSN 

  • Student has an active enrolment 

  • Results are entered correctly 

Then retry sync. 

 

FAQ 

Do I still need to export XML files? 

No. This process is now automatic. 

 

Do I still need to upload anything to the NZQA website? 

No. Helix sends data directly. 

 

When should I sync? 

Regularly, especially:

 

  • After enrolments change 

  • After entering results