The on-site monitoring process

Under Rules 12.1 b and 12.2 e (i) of the NZQF Programme Approval and Accreditation Rules 2013, monitoring consists of ‘annual visits to the institution by the NZQA appointed monitor, reports by the monitor on the implementation of the programme, and reviews of the first graduating years of programmes by the institution’.

Organising the visit

The first on-site monitoring visit will typically be made at the beginning of the second year of the delivery of the programme and take into account the availability of staff and learners. The visits will take place annually following the initial visit.

The monitor, NZQA representative where relevant, and the institution will determine a mutually agreeable date for the monitoring visit to occur. Dates should be determined at least two months before the visit to allow sufficient time to make arrangements.

If an NZQA representative is not involved in the monitoring process on-site, NZQA should still be kept informed of the agreed date.

At least one month before the visit, the institution is expected to provide the monitor with information, including but not limited to:

  • enrolment information
  • learner retention and achievement
  • graduate destination information
  • internal and external moderation activities
  • feedback from learners, teaching staff and external stakeholders
  • consultation with external stakeholders
  • how the institution has addressed any recommendations from the initial evaluation report and/or the most recent monitor's report
  • changes to the programme and/or its delivery since the last report
  • staffing changes since the last report
  • current resources to maintain delivery of the programme
  • staff professional development activities
  • research activities of staff
  • significant issues and challenges
  • collaborative and/or sub-contracting arrangements.

Conducting the on-site monitoring process

Monitoring will generally take place over one day and will include meetings with:

  • senior management
  • programme manager(s)
  • lecturers/teaching staff
  • resource managers (e.g. librarians, learner support)
  • learners.

The monitor may also ask to speak with:

  • external advisory committee members
  • external moderators
  • other stakeholders.

Fees

The total costs of the monitoring process, including fees, travel, accommodation, and NZQA costs, are the responsibility of the institution.

Responsibilities of the monitor, the institution and NZQA

On their appointment by NZQA, monitors are provided with a contract, the Guidelines and the monitoring report template.

The monitor is responsible for:

  • coordinating the timing of the visit with the institution at least two months before the proposed date
  • preparation for visit, i.e. reading all relevant documentation in advance of visit
  • conducting the monitoring process with the institution
  • completing a draft monitoring report, no later than ten working days after the visit, in accordance with the Guidelines
  • seeking confirmation of the factual accuracy of the draft monitoring report from the institution
  • providing the draft monitoring report (in an editable electronic format) to NZQA within ten days of receipt of the confirmed factual accuracy from the institution
  • raising any issues with NZQA which may have an impact on the monitoring process or outcome.

The institution is responsible for:

  • coordinating, at least two months before, the date of the visit with the monitor
  • coordinating any requirements relating to the monitoring visit with the monitor
  • providing appropriate documentation to the monitor at least one month before the visit
  • confirming or correcting the factual accuracy of the draft monitoring report with the monitor, within ten working days of receipt of the report
  • raising any issues with NZQA which may have an impact on the monitoring process or outcome.

NZQA is responsible for:

  • appointing monitor(s)
  • providing the institution with the final version of the monitoring report within ten working days of receipt of the draft report from the monitor
  • addressing any issues brought to its attention by the monitor, institution or other relevant party which may have an impact on the monitoring process, and
  • granting the institution the ability to self-monitor.

Following the on-site visit

The main outcome of any monitoring visit is a monitoring report. This is produced by the monitor(s) and considered by NZQA, and details the monitor’s professional opinion on the quality of the institution’s delivery of the programme.

The monitoring report

The monitoring report will inform NZQA of the outcomes of the monitor’s visit. The report will contain evidence and analysis confirming that the programme continues to meet the programme approval and accreditation criteria.

NZQA will provide the final monitoring report to the institution and the monitor. If there are any major concerns raised by the report, NZQA may request that the institution takes appropriate steps to address the concerns.

If NZQA continues to have serious or ongoing concerns about the quality and/or stability of a programme or its delivery, it may initiate the procedure to withdraw an institution’s accreditation to deliver the programme.

Timelines

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

The institution is expected to confirm factual accuracy of the report within ten working days of receiving the draft monitoring report from the monitor.

The monitor is expected to send the monitoring report to NZQA within ten working days of it being finalised.

NZQA is expected to send the final version of the monitoring report to the institution within ten working days of receipt of the report from the monitor.

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