Under the Tertiary Education Quality and Standards Agency Act 2011 (the TEQSA Act), TEQSA may request or require providers to provide all their student records to TEQSA.
This ensures that TEQSA can make providers’ information available to students in the future.
TEQSA does not take any responsibility for the accuracy of student records supplied by providers. This information will be sent to a student on behalf of your organisation.
What information does a provider submit to TEQSA?
The following information is accepted and held by TEQSA:
- student records (personal details about each student that has studied with this provider)
- student results (actual course and unit results for each student)
- student certificates such as:
- testamurs
- academic transcripts
- Australian Higher Education Graduate Statement (AHEGS).
Where are student records stored?
Information received from many, but not all, deregistered providers is held in the TEQSA Student Portal.
TEQSA will endeavour to respond to student queries regarding their records following a provider being deregistered.
How do I submit student records to TEQSA?
Your case manager will advise options for submitting these records.
What format is needed to submit the information to TEQSA?
TEQSA requires providers to follow uniform formats when submitting student information.
Please refer to the table below for guidance, and discuss additional needs with TEQSA as soon as possible.
Student results data definition
- single * denotes a mandatory column
- double ** denotes a conditional column
- all other columns are optional
- text formats can include special characters like () $ @.
| Name | Description | Format | Notes/restrictions | Link to TCSI definition |
|---|---|---|---|---|
| Student identification code* | Student number which uniquely identifies that student for the Higher Education provider | Alphanumeric (10 character limit) |
A-Z, 0-9, hyphen | Element E313 - Student identification code |
| Study level* | Indicates if pertains to a Course, or a Unit of Study | Text (255 character limit) |
Allowable values are Course or Unit of Study | |
| Course of study code** NOTE 1 | If for a course, then this must contain the Course of Study Code | Alphanumeric (10 character limit) | Alphanumeric | Element E533 - Course of study code |
| Unit of Study Code** NOTE 2 | If for a unit of study, then this must contain the Unit of Study Code | Alphanumeric (10 character limit) |
Alphanumeric | Element E354 - Unit of study code |
| Course of Study Name** NOTE 1 | If for a course, then this must contain the Course of Study Name | Alphanumeric (72 character limit) | Alphanumeric | Element E394 - Course of study name |
| Unit of Study Name** NOTE 2 | If for a unit of study, then this must contain the Unit of Study Name |
Alphanumeric (72 character limit) | Alphanumeric | 478 Unit of study name - full |
| Unit of Study Completion Status* | Indicator of the completion status of a unit of study | Number (single digit) |
|
Element E355 - Unit of study status code |
| Year of Study* | The year when the study was undertaken | Number (4 digits) | This number can be a number between and including 0 and 9999 | Element E600 - Unit of study commencement date |
| Year of Completion | The year when the study was completed | Number (4 digits) | This number can be a number between and including 0 and 9999 | |
| Credit Granted | If there was any credit granted through recognition of prior learning | Text (255 character limit) |
Limited to 255 characters | |
| Weighted Units within Course of Study | The weighted score which represents an indication of overall performance within the Course of Study | Number | This number can be a number between and including 0 and 9999 | |
| Mark Awarded** NOTE 3 |
Mark Awarded for either the course or unit of study. Mark Awarded, Grade Awarded, or both, must be populated | Number | This number can be a number between and including 0 and 9999 | |
| Grade Awarded** NOTE 3 |
Grade awarded for either the course or unit of study. Mark Awarded, Grade Awarded, or both, must be populated | Text (255 character limit) |
Limited to 255 characters | |
| Grade Description** NOTE 3 | Description of the grade awarded. Required where a Grade Awarded is populated | Text (255 character limit) |
Limited to 255 characters | |
| Subsidiary Component Description | Description of any subsidiary component of the qualification (such as honours, an area of specialisation or major study) | Text (255 character limit) |
Limited to 255 characters | |
| LOTE Study Information | Any parts of the course of study or assessment conducted in a language other than English, except for the use of another language to develop proficiency in that language | Text (255 character limit) |
Limited to 255 characters |
- Note 1: If the study level is set to ‘Course’, indicating that the student result is for a course of study, then the ‘Course of Study Code’ and ‘Course of Study Name’ fields must contain a value.
- Note 2: If the study level is set to ‘Unit of Study’, indicating that the student result is for a unit of study, then the ‘Unit of Study Code’ and ‘Unit of Study Name’ fields must contain a value.
- Note 3: Either ‘Mark Awarded’ or ‘Grade Awarded’ are required to have a value. They can also both be populated. If ‘Grade Awarded’ contains a value, then the ‘Grade Description’ is mandatory.
Student records data definition
- single * denotes a mandatory column
- all other columns are optional
- text formats can include special characters like () $ @
| Name | Description | Format | Notes/restrictions | Link to TCSI definition |
|---|---|---|---|---|
| Student Identification Code* | Student number which uniquely identifies that student for the higher education provider | Alphanumeric (10 character limit) | A-Z, 0-9, hyphen | Element E313 - Student identification code |
| Student Title* | The title used with the student name | Alphanumeric (15 character limit) | A-Z, 0-9, hyphen, apostrophe, space | Element E405 - Student title |
| Student Surname* | Surname of the student according to the enrolment records | Alphanumeric (30 character limit) | Element E402 - Student family name | |
| Student Given Name – First* | First name of the student according to the enrolment records | Alphanumeric (15 character limit) | Element E403 - Student given name first | |
| Student Given Name - Others | Middle or other name of the student according to the enrolment records | Alphanumeric (30 character limit) | Element E404 - Student given name - others | |
| Date of Birth* | Student’s date of birth | Date | DD/MM/YYYY | Element E314 - Date of birth |
| Gender Code | Student gender | Alphanumeric (1 character limit) | Element E315 - Gender code | |
| Residential Address – Part 1 | Student address – first part | Alphanumeric (38 character limit) | Plus space, hyphen, forward slash, apostrophe | Element E410 - Residential address street |
| Residential Address – Part 2 | Student address – second part | Alphanumeric (38 character limit) | Plus space, hyphen, forward slash, apostrophe | Element E410 - Residential address street |
| Residential Address Suburb/Town | Student address– suburb/town | Alphanumeric (27 character limit) | Plus space, hyphen, forward slash, apostrophe | Element E469 - Residential address suburb |
| Residential Address State Code | Student address – state code | Alphanumeric (3 character limit) | Element E470 - Residential address state | |
| Residential Address Country Name | Country | Alphanumeric (20 character limit) | ||
| Residential Address Postcode | Postcode | Alphanumeric (4 character limit) | Element E320 - Residential address postcode | |
| Unique Student Identifier | Provision for USI when this becomes available | Text (255 character limit) | Element E584 - Unique Student Identifier | |
| Student Phone Number | Student’s phone number | Text (255 character limit) | ||
| Student Email Address | Student’s email address | Text (255 character limit) | ||
| Course Commencement Date | Indicates the month and year in which the student commenced the current course for the first time | Date | DD/MM/YYYY |
File naming convention
Student records file: studentrecords v1.csv
Student results file: studentresults v1.csv
Academic transcripts: studentidentificationcode-academic transcripts.pdf
For example:
12345-academic transcripts.pdf
12345-academic transcripts 2.pdf
Testamurs: studentidentificationcode-testamurs.pdf
For example: 12345-testamurs.pdf
AHEGS: studentidentificationcode-ahegs.pdf
For example: 12345-ahegs.pdf
Provider closure and student records