NSID download 'Readme First'
Importing National Student Numbers into a Student Management System.
Background
As per the Education Act, the Ministry of Education has allocated a National Student Number (NSN) to all students in ENROL. The numbers are available in ENROL in a Student Identification text file (NSID) that can be uploaded or imported into your Student Management System (SMS).
Only the NSN for those students that were enrolled at your school within ENROL at the time the NSID file was created will be uploaded into your SMS at this time. The NSID file is based on the file submitted in the latest roll return. You are requested to download the NSID.txt file provided within ENROL and upload/import this file into your Student Management System (SMS). This will populate your SMS with your students' National Student Number (NSN) for matched students.
NSN overview
The National Student Numbers
A change to the Education Act in 2007, gave the Ministry of Education authority to create a unique National Student Number (NSN) for every student. This unique number identifies students from each other and gives the Ministry the basic data needed to assess trends and develop initiatives. The NSN allows the Ministry to work with the information in a way that protects the students' privacy.
The NSN stays with the student for life - it stays the same even if they change schools or education providers. It is also used by NZQA to record credits and qualifications gained by learners on the National Qualifications Framework. This means that if a student has a record of learning number, the student's tertiary education provider will use the same NSN.
The information that is collected
The NSNs are stored in the NSI (National Student Index) database that includes only basic information about students:
The database does not include details about academic records or information about where students live.
Security
Like any other database, the National Student Index (NSI) is subject to New Zealand privacy laws and access to this is tightly controlled. It can only be used for these purposes:
- monitoring and ensuring student enrolment and attendance
- ensuring education providers and students receive appropriate resourcing
- statistical purposes
- research purposes
- ensuring that students' educational records are accurately maintained.
While the code above is the legal framework that all agencies using the NSI must comply with, it does not replace the Privacy Act. All other requirements of the Act must still be met.
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Glossary of the files you will find in ENROL
Readme file. The Readme file is the information contained on this webpage. This is also available as a PDF download from the ENROL application.
NSID.txt. This is a text file that contains each of your students' names, birth date and NSN as recorded in ENROL. Each school can only download their own NSID file from ENROL. The file name is nsidnnnn.txt, where nnnn is the school MoE number (e.g. nsid1234.txt or nsid999.txt).
SMS instruction file. For each accredited SMS there's an instruction file on how to get the NSID file into your SMS. You only need the file that relates to your SMS.
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Process
To upload the NSID file into your SMS, follow these steps:
- Log into ENROL. At the bottom of the screen (the footer) is a series of hyperlinks. Above the usual hyperlinks will be another hyperlink called "National Student Number Files."
- Click on the "National Student Number Files" link. It will open a new browser window with the files you need for this process.
- In this browser window is a series of files:
- instructions on how to upload/import the NSID files into your SMS (one instructions file for each SMS type)
- NSIDnnnn.txtm, where nnnn is your school institution number (this is the file you will upload/import into your SMS to assign NSN to students)
- Download the files and save to a folder on your computer that can be easily accessed. Note if you have any problems when following these instructions please contact the Ministry of Education ENROL team on 04 463 8383.
- Upload/import the NSIDnnnn.txt file into your SMS (use instructions file if necessary). If you have any problems when following the instructions below contact your SMS vendor. Note not all of the students in your SMS may end up with a NSN. This is expected. If you need the NSN in your EME, please use the Get/Check NSN functionality from your SMS that allows you to download individual students' NSN from ENROL. If you do not have this functionality, then find the student in ENROL and copy/paste their NSN.
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Who to contact
Help - questions about the process
If you need more information on downloading or uploading the file phone 04 463 8383 or email e.admin@minedu.govt.nz [no spam].
Uploading the NSN file into your school's SMS
As each SMS may have implemented the NSID upload functionality slightly differently, you may need help from your SMS vendor.
More about the NSN
You can find more information on the National Student Number on the Ministry website www.minedu.govt.nz/NSN or email e.admin@minedu.govt.nz [no spam].
ENROL access and support
If you need your password reset or general ENROL support, please phone the Contact Centre 04 463 8383 or email e.admin@minedu.govt.nz [no spam].