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Tertiary education organisations (TEOs) must: not seek or obtain funding from any other Crown source to fund the same part of the TEO's activities funded by the Tertiary Education Commission (TEC), unless authorised by the TEC notify the TEC immediately the TEO becomes aware of any circumstances that might result in a breach of this condition.
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Where funding is owed by a tertiary education organisation (TEO) to the Tertiary Education Commission (TEC), it will be recovered by one or more of the following methods: A reduction in the next payment due If the next payment due is not large enough, then the TEC will also issue a 'letter of demand' for the remaining funding to be repaid Set-off against any funding or money payable to the TEO …
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Every tertiary education organisation (TEO) to which funding is payable by the Tertiary Education Commission (TEC) must, if required on reasonable grounds, satisfy the TEC that the TEO's financial viability or other circumstances: will not put funding paid to the TEO at risk are not such that payments to the TEO may be unjustified will not put the delivery of funded courses and qualifications t…
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Every tertiary education institution (TEI) must: include in the financial statements required under section 41 of the Public Finance Act 1989 a Statement of Service Performance (SSP) of the institution as compared with the institution’s objectives and performance measures and targets specified in the TEI's Plan covering that year. This includes a SSP reporting on Special Supplementary Grants…
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Tertiary education institutions (TEIs) must comply with the accountability and reporting requirements as detailed below. This does not limit any accountability and reporting requirements a TEI may have under its Investment Plan agreed with the Tertiary Education Commission (TEC). The TEI must: Supply Statements of Service Performance and financial viability reporting in accordance with sections…
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In relation to monitoring, tertiary education institutions (TEIs) must: Make available any financial reports, statistical, or other information necessary to demonstrate compliance with any condition attached to any funding, at the request of the Tertiary Education Commission* Inform learners when they enrol that their records held by the TEI may be accessed for monitoring and evaluative purpose…
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Tertiary education institutions must provide the Tertiary Education Commission (TEC) with reports in a format specified by the TEC, which includes the following information: A summary of actual expenditure Achievement of agreed performance indicators and targets Any other information the TEC reasonably requests.
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Tertiary education organisations (TEOs) must contact the Tertiary Education Commission (TEC) in the following situations: Any loss or damage to records that might affect the TEC’s ability to audit the TEO Changes in circumstances that may impact on funding eligibility Change in circumstances that may affect the TEO's ability to meet the conditions of the Investment Plan agreed with the TEC or t…
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Tertiary education organisations can use the Ministry of Education's generic enrolment form and add fields, but they must capture in the form the mandatory information detailed in the Single Data Return manual.
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Tertiary education organisations (TEOs) must use current generally accepted standards of encryption for electronic learner enrolment processes. The TEO must then apply one or more of the following options for issuing authenticated identification: Authentication in person Postal applications Internet applications.
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ESAA log-in information
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Software tool
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When publishing admission information, the tertiary education organisation (TEO) must ensure it is accessible, appropriate, stable and timely as follows: Before learners enrol, TEOs must publish admission information in a calendar, prospectus, application form or other publications reasonably available to learners Admission information must include all the following: Admission requirements…
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Tertiary education organisations must ensure their admission regulations specify the basis on which admission with preferential placement may occur.
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Tertiary education organisations must keep admission records that: confirm whether they have admitted, re-admitted or not admitted each learner are an auditable record of admission decisions with relevant documentation until the period has passed in which learners may appeal against an admission decision.
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Tertiary education organisations (TEOs) must: notify learners of any documentation they need to submit, for example they may require learners who have studied with another TEO to provide an academic record not claim valid enrolments for Student Achievement Component (SAC) funding on the basis of applications for admission and enrolment alone. The additional requirements for a valid enrolment fo…
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Tertiary education organisations must record sightings of documents of identity, date of birth, citizenship and residency. The person who sighted the documents must sign and date the learner’s enrolment record. Note: TEOs do not need to retain copies of documents of identity, date of birth, citizenship and residency after they have recorded their sighting on the learner’s record. Learner…
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Tertiary education organisations must use the identification documents described in the following table to verify learner identity: Learner status Evidence of identity New Zealand citizens (domestic students) New Zealand citizens must supply one of the following: Passport. If a learner is recorded as a child on their parent's passport, they may use their parent's passport as evidence of…
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A verified copy of an original document is acceptable for verifying identity. A verified copy is a photocopy that has been confirmed and signed by an authorised person who has sighted the original document. An authorised person is a person listed in the Oaths and Declarations Act 1957 as able to take declarations. This person could be a: Barrister or Solicitor of the High Court Justice of the…
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Tertiary education organisations must include the National Student Numbers for all learners reported within their Single Data Returns.
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Tertiary education organisations must store all identity information recorded in the learner’s National Student Index record, such as: Name Gender Date of birth Residential status The sighting of verification documents.
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Tertiary education organisations may design and use their own internal policies and processes for managing learner admission and enrolment as long so they cover all 11 steps below and meet the requirements of the Education Act 1989: The TEO provides information on qualifications, including courses The learner applies to the TEO for admission and enrolment (separately or together) The TEO verifi…
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A tertiary education organisation’s policies on learner admission and enrolment must result in an auditable process, which may be electronic or paper-based. Note: this applies to industry trainees as well as instititution-based students.
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For courses or qualifications with selection criteria or restrictions, a tertiary education organisation must do both of the following: Ensure its council (in the case of tertiary education institutions) or committee or individual staff member with delegated authority determines the: maximum number of learners who may be enrolled in a particular qualification or course for a particular year…
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Tertiary education organisations (TEOs) may make an enrolment offer in writing or electronically, provided the offer meets all the following: Is clearly made on behalf of the TEO Is in a form that the learner and the TEO can retain Results in a permanent record held by the TEO.
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The tertiary education organisation (TEO) must sign learners’ enrolment forms, on paper or electronically, to declare the documentation is accurate and complete. Once the TEO has made this declaration, it must include the learners' information in the Single Data Return.
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Tertiary education organisations must confirm a learner’s enrolment by one of the following: The issue of a receipt for payment for fees/course costs The issue of a student identification card A letter with details of the learner’s courses. TEOs must validate learners' signed enrolment forms by countersigning them.
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Rule or condition
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If a tertiary education organisation (TEO) requires a learner to re-enrol to continue studying for another teaching period, the TEO must enter into a new enrolment contract with the learner.
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Rule or condition
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If a learner changes their enrolment or withdraws from one or more courses, the tertiary education organisation (TEO) must update the learner’s enrolment contract to reflect the change(s). The TEO must send a copy of the updated enrolment contract to the learner.
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Tertiary education organisations (TEOs) are responsible for security regarding learner electronic enrolments, and must specify appropriate security standards for staff and learners. Electronic signatures are acceptable when processes meet the specified level of security. Example: When using an electronic signature the learner uses an authenticated unique identifier and a password, which the…
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When issuing a unique identifier, the tertiary education organisation must do both of the following: authenticate the unique identifier through a passport or birth certificate when it is first issued ensure the unique identifier is: a minimum length (normally six digits) system generated randomly generated or based on user-supplied information not based on easily accessible information, for…
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When issuing a unique identifier, the tertiary education organisation must require learners to make a written statement with an original signature to declare that they: confirm that their evidence of identity belongs to them authorise the use of their unique identifier for admission and enrolment purposes accept responsibility for all uses of their unique identifier agree not to give their uniq…
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To meet auditable standards, tertiary education organisations (TEOs) must record domestic student and trainee withdrawals. TEOs other than industry training organisations (ITOs) must record withdrawals on a withdrawal form, and must also record any change in enrolment or withdrawal in their student management system for reporting in the Single Data Return. ITOs must record trainee enrolment…
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Tertiary education organisations must record the following details of each learner’s programme of study: Confirmation of the learner’s application, admission, enrolment contract and payment of tuition fees and associated costs The qualification(s) in which the learner is enrolled for the current and previous teaching periods* The courses in which the learner is enrolled for the current and…
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Private training establishments (PTEs) seeking funding, or a continuation of funding, must provide the Tertiary Education Commission with the following: Company Registration Certificate, Certificate of Incorporation or other recognition of legal status New Zealand Qualifications Authority (NZQA) registration and accreditation – PTEs must obtain registration and accreditation from NZQA before…
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When a tertiary education organisation (TEO) fails to remedy a compliance breach within the timeframe set by the Tertiary Education Commission (TEC), the TEC may, without limiting its rights under any funding agreements with the TEO, do one or more of the following: Suspend funding for a period that the TEC considers appropriate Recover funds on demand or off set against any funds payable by th…
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A verified copy of a whakapapa statement is acceptable only when a learner cannot obtain a birth certificate. Both the learner and a Kaumatua must sign the whakapapa as evidence of identity and citizenship.
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Rule or condition