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December 2020
- 14 Dec 2020

Pastoral care of students

Interim domestic Code attestation due 1 March 2021

Recently we asked for your feedback on a proposed due date for attestation of self-review of performance against the interim domestic Code.

Based on the feedback received, we can confirm that the due date is 1 March 2021. We will send you more information soon on how to attest. If you are also an international Code signatory, please note that the process and form will be different to that of the international Code.

Self-review resources for interim domestic Code providers will be available soon on the interim domestic Code web page.

Workshops

The Code team has been running online workshops on self-review for the international Code and the interim domestic Code.

It has been great to discuss pastoral care with a diverse group of practitioners across Aotearoa. You can view a recording of NZQA’s recent self-review workshop here. The video is just over 20 minutes long.

You may wish to review the recording with colleagues also involved in pastoral care. We suggest allowing around 40 minutes so you can pause the video and discuss the exercises.

Videos of the international and interim domestic Code workshops will be made available on our website in 2021.

Reminder – pastoral care of international students over summer

Providers who are signatories to the international Code should plan for a higher number of international students remaining in New Zealand over the summer break because of COVID-19.

In these circumstances, the international Code applies as usual. Ensure students have the contact details of at least one staff member who can be contacted at all times in an emergency.

If an international student’s enrolment period with an education provider is ending for the summer break, specific compliance requirements include:

Ensuring that the student’s enrolment contract clearly defines the enrolment period and that all relevant parties (i.e. provider, student, parent/legal guardian) are clear that the provider’s responsibility for pastoral care under the Code is for the duration of enrolment
Ensuring a student is covered by Code-compliant insurance (including for travel to, from and within New Zealand, even after enrolment has ended)
For students aged under 18, ensuring that a transfer of care plan is in place as required by the Code. Parents/legal guardians must be notified of each plan.

Contact the Code team if you have any concerns or questions: 0800 697 296 or Code.Enquiries@nzqa.govt.nz.

Preparing for Assuring Consistency reviews

Planning ahead to gather information on graduate outcomes for Assuring Consistency reviews will pay dividends later on.

Establishing a regular process for gathering this information will provide relevant cohort data for analysis. Ideally you should do this three to six months after each cohort has completed their study. After that, it may be difficult to locate graduates or their employers or confirm that the programme contributed to the outcomes.

If you have had graduates during the reporting range (i.e. the previous four years), you are required to participate in an Assuring Consistency review. This applies whether or not you are still delivering the programme. It also includes graduates from older versions of the qualification.

You can now send your self-assessment report and supporting evidence using Dropbox if you have access. Copy your link and email to: Consistency@NZQA.govt.nz.

Note: do not send your report to the reviewer. Ensure you label your documents clearly and reference the qualification number.

Consistency workshops

If you want to know more about evidence requirements, check out our Assuring Consistency workshops which are free and delivered online.

To register, go to 2021 Assuring Consistency workshops.

QAD on the web

EER series publication on TEO pages

You can now view the evaluation history of tertiary education organisations (TEOs) on the NZQA website.

The TEO profile pages on the website now display all external evaluation and review (EER) reports for currently registered TEOs since EER began in 2009. The reports are displayed by year of publication, allowing readers to trace the organisation’s evaluation history.

Some TEOs have changed ownership since 2009, and this is reflected in the reports for these organisations.

EER reports are published in two places on the NZQA website: on the provider’s own TEO profile page, and in a list of recently published reports.

To search for individual TEO pages on the NZQA website, go to: https://www.nzqa.govt.nz/providers/index.do.

To view a list of recently published reports (last 12 months), see: External evaluation and review reports.

Changes to guidelines for programme approval

We have improved the guidelines for programme approval to provide more information on making changes to programmes (both Type 1 and Type 2).

See Making changes to programmes: Guidelines for applying for approval of programmes leading to New Zealand qualifications at Levels 1-6 on the NZQF and the accreditation of organisations to provide approved programmes (PDF, 379KB).

Revised 2021 EER schedule

We have extensively revised the schedule for external evaluation and reviews for 2021 to take account of the interruption in EERs due to COVID-19.

You can find the revised schedule at External evaluation and review schedule for 2021.

Reminders

Keep up to date on COVID-19 information

The NZQA website provides regular updates on the response to COVID-19 as it affects the education community. These include relief measures to support providers impacted by COVID-19.

See Information regarding COVID-19.

For further, ongoing information, see the COVID-19 pages on the websites of the Ministry of Education and Ministry of Health.

Ensure student fee protection is aligned with your delivery

We advise PTEs to check that the amount protected in their student fee protection trust matches the remaining course duration for each student. COVID-19 may have affected delivery and therefore trust arrangements.

For more information see Private training establishments and student fees.

NZQA processes

Permanent delivery sites – what to apply for

If you are a category 1 or 2 TEO intending to deliver a programme at levels 1-6 or a Level 7 Diploma, please complete the Permanent Delivery Site Approval Form (DOCX, 180KB).

If you are a category 1 or 2 TEO intending to deliver a degree (levels 7-10) at a new delivery site, please submit a Type 2 change application to NZQA for that degree programme.

The NZQA website has information about approving delivery sites: see Approval of delivery sites.

If you have any questions about programme applications, contact Approvals and Accreditation.

Keeping your registration status current

PTEs must deliver at least one approved programme or training scheme within a 12-month period to avoid their registration lapsing.

If you anticipate not providing a programme or training scheme for 12 months or more, you can apply for an extension of time to stop your registration lapsing.

Apply for this extension before the 12 months of non-usage ends by emailing qaadmin@nzqa.govt.nz.

For more information about PTE registration see:

Coming up this quarter

Send NZQA your…	Who?	By when?
Annual statutory declaration Different forms for PTEs and TEIs	TEOs with a financial year-end of 30 September 2020	28 February 2021
Independent Assurance Practitioner's Review Report or Auditor's Report	PTEs with a financial year-end of 30 September 2020	28 February 2021
Audit of Student Fee Protection arrangements	PTEs with a financial year-end of 30 September 2020 TEOs not exempt	28 February 2021
Interim domestic Code self-review attestation	Tba	1 March 2021
Quarterly student fee protection attestation Quarter ending 30 November 2020	TEOs not exempt: - static trusts - bank bond trusts Not required for standard trusts	To trustee by 5 March 2021 To NZQA by 12 March 2021
Fit and Proper Person and Conflict of Interest declarations Submit a new or amended declaration: - before any new governing member starts - if an existing governing member has a new or changed conflict of interest - if an existing governing member has a change in their fit and proper person status See Section 10 of the Education and Training Act 2020 for the definition of governing member	PTEs only: - applying for registration - registered PTEs	As needed

Forwarding information and queries

Forward the above documents and any queries to: qaadmin@nzqa.govt.nz.

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