What are the guidelines for monitors?

CONTENTS

The Purposes of Monitoring
The NZQA Monitoring Process
NZQA-appointed Monitors
Support for NZQA-appointed Monitors
The NZQA Advisor
Timing of Monitoring
Monitoring Visits
Monitor's Report
Responsibility
Report Content
Timing
9. Provider's Annual Programme Evaluation Report
Support and Advice to Providers
Monitoring by Annual Programme Evaluation Report
Changes to NZQA-approved Degrees
Reviews
Special Reviews
Management of Monitoring by NZQA
Joint Monitoring Responsibilities
Fees

The Purposes of Monitoring

Monitoring of degrees and related qualifications by the New Zealand Qualifications Authority (NZQA) is designed to reassure NZQA and all stakeholders:

• that the degree is being implemented and managed as planned and presented at the time of approval;
• that appropriate consideration is given to any recommendations made by the evaluation panel;
• that any minor modifications and enhancements made by the provider are broadly consistent with the intent of the programme and the ongoing development of a quality programme;
• that there is independent, external academic input during reviews and consideration of significant programme enhancements;
• that NZQA is made aware of issues affecting the satisfactory provision of the degree.

Monitoring by NZQA is not intended to replace the actions taken by providers to monitor, review and regularly improve the quality of the degree programmes for which they are responsible.

The NZQA Monitoring Process

The first year's visit will be carried out by an NZQA advisor and an NZQA-appointed monitor. The involvement of the advisor on future visits will be determined by NZQA following discussion with the advisor, the monitor and the provider. A provider may request the ongoing participation of the NZQA advisor.

In subsequent years NZQA monitoring is by annual visit to the provider by the monitor followed by the monitor's report. The NZQA-appointed monitor will report directly to NZQA in terms of the purposes of monitoring as specified in Section 1 above.

When the degree is well established and is running smoothly, usually after the first cohort, the monitor may recommend that the provider apply to discontinue monitoring and to replace it with providing an Annual Programme Evaluation Report (APER) to NZQA.

NZQA-appointed Monitors

NZQA will seek to appoint monitors who are experienced in academic processes and expert in the discipline area of the degree. They will have an independent and neutral perspective on the degree and the provider.

Monitors will be appointed by NZQA following a recommendation from the degree evaluation panel and the NZQA advisor, and with the agreement of the provider.

Support for NZQA-appointed Monitors

On their appointment by NZQA, monitors will be provided with guidelines on their role, reporting processes and other requirements.

Monitors will be accompanied by an NZQA advisor during the first monitoring visit, and may request further briefings or ongoing participation of the NZQA advisor should particular circumstances indicate the need for this.

The NZQA Advisor

The role of the NZQA advisor is to:

• manage the monitoring visit;
• chair the panel visit;
• provide a link with the evaluation panel which recommended approval and accreditation of the degree or related qualification;
• provide a breadth of experience to assist the monitor to interpret situations in the light of other degrees and broader NZQA perspectives;
• provide an analysis of issues that arise in respect of individual programmes;
• provide neutral and experienced management of the monitoring visit;
• train the monitor in NZQA expectations and processes.

The NZQA advisor will accompany the monitor for the first year of monitoring for all degrees and related qualifications.

Timing of Monitoring

The first monitoring visit should normally occur approximately three quarters of the way through the first year of delivery. The monitor, the NZQA advisor and the provider should liaise to arrange an appropriate date. The detailed arrangements for the visit should be confirmed prior to the visit taking place.

Subsequent visits by an NZQA-appointed monitor will be on an annual basis, at times to be agreed between the provider and the monitor.

If a significant issue is identified as a result of the scheduled monitoring process the monitor should contact NZQA immediately. NZQA may ask the monitor to make a follow-up visit to confirm that appropriate remedial action has been taken, and may send the NZQA advisor as well.

Monitoring Visits

Monitoring visits will normally take one day and will include meetings with:

• senior management
• the programme manager(s)
• lecturers/teaching staff
• external stakeholders (e.g. advisory committee)
• students.

Monitor's Report

Responsibility

The monitor is subsequently responsible for providing the monitoring report to NZQA. The NZQA advisor will write the report for the first visit.

The monitor (or advisor) must send the report to the provider to check for factual accuracy prior to it being sent to NZQA.

NZQA is responsible for sending the monitoring report to the provider.

Report Content

The monitor's report to NZQA should cover the monitoring process, including:

• groups and/or individuals interviewed during the visit
• information on how recommendations from previous visits have been addressed
• information on any improvement or change made to the programme
• other issues discussed or identified.

The monitor should express an opinion on the following issues to NZQA:

• whether the degree is being implemented and managed as planned and presented at the time of approval
• whether modifications and enhancements made by the provider have been broadly consistent with the intent of the programme and the natural evolution of a quality programme
• the appropriateness of consideration given to any recommendations made by the evaluation panel
• the level of independent, external academic input provided to inform reviews and future possible programme enhancements
• any issues that may affect the satisfactory provision of the degree
• research development.

The monitor may make recommendations to NZQA on further action.

The monitor may also wish to make recommendations to the provider for improvements or further development of aspects of the degree. These recommendations should be outlined in the report.

Timing

The monitor is expected to send the draft monitoring report to the provider within ten working days of the monitoring visit.

The provider is expected to confirm factual accuracy of the report within two working days of receipt of the draft.

The monitor is expected to send the finalised monitoring report to NZQA before 31 December of the year of the visit.

NZQA will forward the monitoring report to the provider and highlight any issues to be dealt with before the next monitoring visit. Should there be any major issues of concern NZQA will consult with the monitor and ask the provider for an action plan. Failure to satisfactorily attend to this request may result in the procedure for withdrawal of approval and accreditation being instigated.

Provider's Annual Programme Evaluation Report

The provider should develop a brief annual report to inform the monitor of the state of the degree.

It should cover:

• enrolment information
• student retention and achievement
• internal and external moderation activities
• programme evaluations by learners, teaching staff and external stakeholders
• consultation with external stakeholders
• how the provider has addressed any recommendations from:
  • the initial evaluation panel report and/or
  • the most recent monitor's visit
• changes to the programme since the last report
• staffing changes since the last report
• current resources to maintain delivery of the degree
• staff professional development activities
• research activities of staff
• significant issues and challenges.

The annual report should be sent to the monitor.

Support and Advice to Providers

While the purposes of monitoring do not explicitly include the provision of support and advice to a provider, NZQA sees this as an inevitable and acceptable corollary of the professional interaction involved in monitoring. However, NZQA does not consider itself to be responsible for, or bound by, any advice offered to a provider by a monitor.

Monitoring by Annual Programme Evaluation Report

When the monitor considers that the programme and its delivery are stable, and that all conditions for changing monitoring status (see below) are met, the monitor may advise the provider to apply to NZQA to take responsibility for its own monitoring. This application would normally be made following consultation with the monitor, and the monitor's support should be reported in the application.

NZQA will consult with the monitor before reaching a decision on such an application. Approval for transferring the responsibility for monitoring to the provider will be granted by the Deputy Chief Executive of the Quality Assurance Division of NZQA as per receipt of satisfactory documentation from the NZQA advisor. From this point, the involvement of the NZQA- appointed monitor will be discontinued and monitoring by NZQA will be maintained primarily on the basis of an evaluation of the Annual Programme Evaluation Report. NZQA will specify the format for this report.

Conditions for the transfer of monitoring responsibility will be confirmation from all parties that the provider is appropriately managing the programme and in particular:

1. that the degree is being implemented as planned and presented at the time of approval, subject to modifications and enhancements that have been broadly consistent with the intent of the programme and with the natural evolution of a quality programme;
2. that recommendations made by the monitor have been appropriately attended to;
3. that alternative mechanisms are in place at institutional level to ensure independent, external academic input during reviews and consideration of proposed programme enhancements;
4. that NZQA will gain sufficient awareness of issues affecting the satisfactory provision of the degree from an annual report.

Changes to NZQA-approved Degrees

Please refer to the document Approval and Accreditation of Courses Leading to Degrees and Related Qualifications (opposite) for information on changes to NZQA-approved degrees

Reviews

NZQA expects that all degree providers will undertake a major evaluation of any degree programme at least every five years and that this evaluation will include input from the professional and academic communities. The findings of these reviews should be reported to NZQA at the time of the annual programme evaluation report.

Special Reviews

NZQA retains the right to undertake a special review of the approval and/or accreditation of a degree. A special review will be established by NZQA if it becomes aware of serious or ongoing concerns about the quality and/or stability of the programme. Such a review will generally be undertaken by a panel established for the purpose. Should serious concerns continue, NZQA may initiate the procedure for withdrawal of approval and accreditation.

Management of Monitoring by NZQA

The NZQA monitoring process is managed by the manager and team in Course Approvals and Accreditation.

Joint Monitoring Responsibilities

Where NZQA has a shared responsibility for monitoring with another stakeholder agency (e.g. the Teachers Council, the Nursing Council) the monitoring of these programmes will be managed according to currently agreed arrangements.

Fees

Page updated: 29 July 2008