September 2015
- 11 Sep 2015

Forms and attestations – early reminders

Code of Practice attestation reminder – due 31 August 2015

Code of Practice signatories that have not filed their attestation form are reminded that it was due to NZQA by 31 August 2015.

The form is used to record signatories’ review of their performance and the accuracy and relevance of information provided to prospective and enrolled international students.

Download information and resources for self-review at: Annual self-review procedures.

Annual Return and Student Fee Protection audit opinions due 30 November 2015

Private training establishments (PTEs) with a financial year-end of 30 June 2015 need to submit the following documents to NZQA by 30 November 2015:

NB: There is a new version of the Annual Return Statutory Declaration form (SD01). The form is to be signed by the chief executive or chair of the governing body. 

Extension granted for submission of Chartered Accountant Professional Attestation

NZQA is currently developing some guidance for PTEs about the impact of the new accounting standards for reporting requirements to NZQA. In the meantime, an extension has been granted to all PTEs that were due to submit their Chartered Accountant Professional Attestation to NZQA between now and the end of November 2015.

The extension, which is automatically granted, allows PTEs to submit their Chartered Accountant Professional Attestation by 31 December 2015 instead of their existing submission date. No contact with NZQA is necessary to confirm the extension.

Please note that the extension does not apply to other annual requirements that fall due on the same date (i.e. the Annual Return Statutory Declaration and the Student Fee Protection Audit).

For more information, see the news item on NZQA’s website: New review engagement standard - extension offered to PTEs for accountant attestation.

Student Fee Protection attestation form due 14 December 2015

The quarterly attestation form for Student Fee Protection for the quarter ending 30 November 2015 is due to your trustee by 7 December 2015. The trustee attestation needs to be lodged with NZQA by 14 December 2015.

Download the form at: Quarterly student fee protection attestation.

Forwarding information and queries

Forward the above documents to: qaadmin@nzqa.govt.nz. For any queries about these requirements, contact Yvonne Collins, 04 463 3256, email: qaadmin@nzqa.govt.nz, or your sector relationship manager.

Changes to English language requirements: Frequently Asked Questions published

NZQA and Immigration New Zealand (INZ) have prepared a Frequently Asked Questions document in response to questions from providers about the recent changes to English language requirements for international students.

This document is available on the NZQA website at: Changes to English language requirements for international students: Frequently Asked Questions.

From 1 October 2015, providers are no longer able to use internal testing or evidence of prior school study in English to assess proficiency for students from countries with a student visa decline rate of more than 20 per cent. The INZ student visa approval rates for 2014 are available on the NZQA website at: Student Visa - Fee paying and scholarship January 2014 -- December 2014 Offshore applications only.

 This restriction applies to students who hold passports from one of those countries and are applying to INZ for their first New Zealand student visa. The requirements contained in Rule 18 of the NZQF Programme Approval and Accreditation Rules do not apply to universities, secondary schools, or English language programmes.

An explanation of the changes, the revised version of the NZQF Programme Approval and Accreditation Rules, and INZ’s list of student visa approval rates by country are all available online at: Changes to Programme Approval and Accreditation Rules.

Amendment to the Private Training Establishment Registration Rules 2013

NZQA has amended Rule 5.1.3 of the Private Training Establishment Registration Rules 2013 to make the submission of specified data a condition of registration.

The change only affects PTEs that do not receive funding from the Tertiary Education Commission (TEC) and are also signatories to the Code of Practice for the Pastoral Care of International Students.

The rule change includes exemptions for students on a visitor’s visa. Some basic data is required from all students, but providers do not need to submit certain additional data for students who are undertaking study on a visitor’s visa.

The amendment will commence on 1 March 2016. From 31 March 2016, these PTEs will need to submit information about individual learners, their enrolment and their progress to the Ministry of Education.

Consultation feedback

From 18 May-26 June 2015, NZQA consulted the sector on changing the Private Training Establishment Registration Rules 2013 to make the submission of specified data a condition of registration.

After receiving useful feedback, NZQA modified the rule change to include exemptions for students on a visitor's visa.

Information to be submitted

PTEs that do not receive TEC funding and that are Code signatories must submit specific information to the Ministry of Education as a condition of registration from 31 March 2016.

The full text of the rule amendment, which includes the list of data to be submitted, is available on the NZQA website at: PTE Registration Rules Amendment (PDF, 70KB).

Information about how to submit the required information is available on the Ministry of Education’s Services for Tertiary Education website at: www.steo.govt.nz/UIP.

Automated data collection system

The rule change supports a cross-agency data collection project involving the Ministry of Education, Education New Zealand and NZQA.

The Ministry of Education is developing a new automated data collection system that PTEs will be able to use to submit the required data.

Information about the data collection system is also available on the Services for Tertiary Organisations website at www.steo.govt.nz/UIP.

NZQA encourages PTEs to take part in the testing phase of the automated data collection system. For more information, please contact Uip.datacollection@education.govt.nz.


If you have any questions about this rule change, please contact qaadmin@nzqa.govt.nz

If you have any questions about the submission of data or the automated data collection system, please contact Uip.datacollection@education.govt.nz.

National External Moderation Results letters now online

From September 2015 onwards, tertiary education organisations (TEOs) will be able to access their National External Moderation Results (NEMR) letter online. NZQA will no longer be sending a hard copy of the letter.

NZQA will upload the letter within 30 working days of the national external moderation submission date. When you receive notification that your letter is available, log in to your TEO homepage on the NZQA website to view the letter. Click on 'Profile Information' under the General Administration heading. The letter will be filed under 'Quality Assurance Activity' at the bottom of the page.

This change applies only to NZQA’s NEMR results, not those of industry training organisations (if applicable).

Contact your Assessment and Moderation facilitator if you have any queries.

PTEs need to disclose their legal name in all material

PTEs need to ensure their publicity material, including online and printed information, discloses the registered organisation’s legal name and not just the PTE’s trading name.

This is based on the requirements for maintaining registration in the Private Training Establishment Registration Rules 2013 which require a PTE to ensure the public information it provides is accurate, clear and not misleading (Rule 5.1.2 (b)); and section 25 (1) of the Companies Act 1993 which sets out that a company must ensure that its name is clearly stated in every written communication sent by or on behalf of the company.

Travel and medical insurance for international students with work and visitor visas

The Code of Practice for the Pastoral Care of International Students applies to all international students, including those holding work or visitor visas. 

TEOs enrolling international students who hold work or visitor visas are responsible for ensuring that the students have the appropriate visa and insurance for the period of enrolment.

Students with a work visa may have certain healthcare rights in New Zealand as determined by the Ministry of Health. However, this may not cover all aspects of medical care and does not include travel insurance.

Therefore, TEOs are required under section 7.4 of the Code of Practice to ensure that international students, including those with work or visitor visas, have the appropriate medical and travel insurance during the period of study. 

TEOs should make potential students aware of this requirement prior to enrolment.

Levels 1 and 2 Vocational Pathways refinement process completed

The Levels 1 and 2 Vocational Pathways refinement process is now complete.

A summary of the pathways and the outcomes of the refinement process can be found on the Youth Guarantee website, Vocational Pathways, Refined Levels 1 & 2.


Degrees and related qualifications monitoring guidelines available

Guidelines for monitoring the delivery of degrees and related qualifications are available on the NZQA website. Please refer to these when discussing monitoring of programmes with monitors and adhere to the stated timelines.

The guidelines are available at: Degrees and related qualifications monitoring.

If you wish to discuss the guidelines, contact Susan Smart: susan.smart@nzqa.govt.nz.

Refund entitlements for international students enrolled in courses of three months or more

Students enrolled in a course of study of three months or more are entitled to a refund of tuition fees if the student withdraws from this course within 10 working days from the course start date (the first day the student is required to attend the course).

The PTE may deduct up to 25 per cent of the fees paid if they can justify associated costs already incurred.

Information about student refunds can be found on NZQA’s website at: Student Withdrawals and Refunds.

Moderation now online

TEOs can now submit materials online for NZQA national external moderation. Submitting online streamlines the moderation process, which should be easier and quicker.

To set up your 2015 moderation submission, follow the instructions available at: Viewing digital evidence for moderation online.

If you need any assistance, please contact qaadmin@nzqa.govt.nz.

Tertiary Assessment and Moderation Workshops for 2016

Tertiary Assessment and Moderation will be offering a series of workshops from April to June 2016. The workshops will focus on quality assessment and moderation practice for specific subjects, for example Adult Education and Training.

The registration fee is $120 (GST inclusive) per person per workshop. Further details will be provided later in the year.

QAD on the web

New guidelines for programme approval and provider accreditation

The guidelines for programme approval and accreditation have been updated and streamlined. The guidelines apply to programmes leading to a qualification listed at levels 1-6 on the NZQF. The guidelines are available on the Programme approval and provider accreditation web page.

Information sheet for extractives trainees

Following the Royal Commission Report on the Pike River Coal Mine Tragedy, new regulations were passed introducing an improved health and safety regime in the extractives industry. The regulations came into force on 1 January 2015.

NZQA has produced an information sheet for trainees, employers and industry groups in the extractives industry. The information sheet describes NZQA's role, who is allowed to assess and report unit standards, and what to do if there are concerns about training.

Download the information sheet: Information for trainees, employers, and industry groups in the extractives industry.

Keep your TEO Online profile up to date

TEOs are required as a condition of ongoing registration to keep the information on their TEO Online profile up to date at all times. Check the front page of your TEO profile login and update any information that is incorrect or out of date.

If you want to change any information but do not have change access, contact qaadmin@nzqa.govt.nz to help you update this information.

Progress and results for qualifications reviews

When the sector completes a mandatory review of qualifications, new qualifications are published on the New Zealand Qualifications Framework. There is also a document listing new qualifications as they are listed.

For information about reviews in progress and to check for newly listed qualifications, see Progress and results for qualifications reviews.

Transitioning to new qualifications

The NZQA website has a page explaining the process for transitioning from current qualifications to New Zealand qualifications as a result of qualifications reviews.

Transitioning from current Qualifications to New Zealand Qualifications shows the sequence of actions triggered once a New Zealand qualification has been approved and listed, and the process for discontinuing expiring qualifications.

Subscribe to eQuate 

You can subscribe to eQuate through the ‘sign up’ link on the eQuate section of the website.

Actions/information summary for TEOs September-December 2015


Action by


SFP audit

To NZQA within five months of PTE’s financial year-end

For PTEs with a financial year-end of 30 June 2015, due 30 November 2015

Annual Return (Statutory Declaration and Chartered Accountant Professional Attestation)

To NZQA within five months of PTE’s financial year-end

For PTEs with a financial year-end of 30 June 2015, due 30 November 2015

SFP quarterly attestation Quarter ending 31 August 2015

14 December 2015 to NZQA

No longer required for standard trusts – only for static trusts or bank bond trusts

Compliance declaration

Submission of self-assessment material

Not an annual requirement; only required before the TEO’s external evaluation and review

Fit and Proper Person and Conflict of Interest declarations

With new applications for registration; also, for proposed new governing members* of registered PTEs


*See Section 232 of the Education Act 1989 for the definition of governing member

Must be completed by all new governing members before commencing in the role, and at any time when an existing governing member has a new conflict of interest or change in fit and proper status.

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