Summary
This article provides information about the Actuals reports, including the due dates. It also answers questions on how to report Gateway placements in the mid-year and end-of-year reports.
For information on how to report learner outcomes, see the Knowledge Base article KA-02585 'Gateway - Actuals reports: How to report learner outcomes'.
Gateway Enrolments Actuals (or Gateway Actuals) reports
For information on why we collect Gateway Actuals reports, see the Knowledge Base article KA-02583 'Gateway - Getting started with Gateway reporting'.
When are the Gateway Actuals reports due?
Gateway Actuals reports are due twice a year:
- The mid-year Actuals report is due by 5pm on the first Friday of Term 3.
- The end-of-year Actuals report is due by 5pm on 20 December.
The reporting templates will be available on your school's DXP Ngā Kete. We will email you to advise when they've been uploaded.
For more information on accessing and submitting the reports, see KA-02583 'Gateway Reporting - Getting started with Gateway reporting'.
FAQs on how to report placement dates
Q. Which placements do I report in each Actuals reports?
The mid-year Actuals report should cover Gateway placements that start in Terms 1 and 2 (including the Term 2 holidays).
- Do not include any placements that have a start date later than the last day of the Term 2 holidays, as these will not pass the validation process and will be reported as an error.
The end-of-year Actuals report should include all the school's Gateway placements for the year, including those that were included in the mid-year report.
Q. Should I report the 'placement end date' in the mid-year Actuals report?
For the mid-year Actuals report, only complete the placement end date field if the placement ended on/before the last day of the Term 2 holidays.
Leave the placement end date field blank if:
- the placement end date is unknown, or
- the placement end date is known, but it's after the last day of the Term 2 holidays
Q. How do I report a learner who did not complete their Gateway placement?
If a learner has withdrawn from their Gateway placement after at least one month from the placement start date, report the learner's withdrawal date as the placement end date in the Actuals report.
- The learner will still be considered as an enrolment in the Gateway programme.
If the learner has withdrawn from their Gateway placement within one month of the placement start date, do not include the learner in the report.
- The learner will not be considered as an enrolment in the Gateway programme, as we do not consider that delivery has taken place.
Q. Which learners do I use the 'Alternative Gateway delivery options' column for?
Use the 'Alternative Gateway delivery options' column if:
- the learner withdrew from the Gateway programme after one month's enrolment to take-up employment or tertiary training
- the learner's employer withdrew from providing a work placement within three months of the proposed work placement start date.
Note: When you use the 'Alternative Gateway delivery options' field for a learner, do not enter a placement start or end date for that learner.
Q. Can I change the data once the reports have been submitted?
Mid-year: Mistakes made in the mid-year Actuals report can be corrected in the end-of-year Actuals report. The data provided through the end-of-year Actuals report will be the final record of Gateway provision for the year.
End-of-year: If any mistakes are made in the end-of-year Actuals report, it is possible to resubmit the data after gaining TEC approval (and depending on the timing).
- Please contact us on 0800 601 301 or email customerservice@tec.govt.nz with the subject line '[EDUMIS #] - Gateway resubmission request'.
Further information
If you have further questions, please contact us on 0800 601 301 or email customerservice@tec.govt.nz.
See also the Gateway Handbook on Gateway schools | TEC website and Gateway| TEC website.