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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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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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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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If a learner breaches their enrolment contract, for example the learner fails to pay their tuition fees (including compulsory course costs), the enrolment is invalid for Student Achievement Component funding unless both the following are met: The learner has made a commitment to pay tuition fees (through the enrolment contract or through attendance on the course) The tertiary education…
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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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The principal tertiary education organisation in a subcontracting arrangement is responsible for documenting the compliance and enrolment requirements of the Education Act 1989, and of the Tertiary Education Commission, to an auditable standard.
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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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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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Tertiary education organisations (TEOs) may accept online applications without proof of identity, and complete enrolment procedures later. In such cases, TEOs must ensure the learner completes a valid enrolment, according to the requirements for a valid enrolment set out in this documentation, before they report the enrolment through the Single Data Return to support any Student Achievement…
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Tertiary education organisations (TEOs) must do all of the following: Specify the period in which learners may change their enrolments or withdraw without penalty (less any administration charge) Cancel the enrolment of any learner who withdraws during the specified period for change or withdrawal. The enrolment must not be reported in the Single Data Return (SDR) Only claim Student Achievement…
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Tertiary education organisations (TEOs) must meet the following time period requirements when changes are made to enrolments supporting Student Achievement Component (SAC), including Youth Guarantee, funding: The period for change of enrolment and withdrawal must be measured from the date the teaching of a course commences TEOs must retain records of course involvement that are at an auditable…
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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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Private training establishments (PTEs) must not set the withdrawal date after which learners do not receive a fee refund at less than eight days, for courses of 3 months or longer duration. Subject to this 8 day minimum, the minimum time period for a learner to withdraw from any course with a refund of fees is 10% of the course completed or one month completed, whichever is less. PTEs may speci…
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The minimum time period for a learner who withdraws from any course to be eligible to support Student Achievement Component (SAC) funding is 10% of the course completed or one month completed, whichever is the lesser. If a learner withdraws, or is withdrawn, and receives any fee refund (where fees apply), the tertiary education organisation (TEO) may only claim the same proportion of the SAC…
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Tertiary education organisations (TEOs) must provide each learner with an invoice that: itemises the fees/course costs of each course in which the learner enrols links to the qualification(s) and courses the learner applied for on their enrolment form, and that have been included in the TEO's enrolment offer.
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When collecting payment of fees via a student loan, tertiary education organisations (TEOs) must complete the following before recording fees/course costs: Gain the learner’s agreement to authorise the payment of fees/course costs from their loan account. TEOs must send a Verification of Study to StudyLink Receive confirmation that StudyLink has accepted the learner’s loan application Inform…
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When learners have paid their tuition fees and associated costs, the tertiary education organisation must record the payment of fees on their student management system and issue a receipt.
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A tertiary education organisation’s student management system must meet the following standards. It must: meet Student Achievement Component (SAC) recording and reporting requirements. This includes linking learner enrolments to academic qualifications and courses, and to Single Data Return requirements be documented to ensure users understand how the system works provide auditors with the…
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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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Tertiary education organisations must record the following Student Achievement Component (SAC) funding details in a learner’s record: The learner’s status, that is, if the learner is a domestic or foreign student The Equivalent Full-Time Student (EFTS) units generated by the learner’s enrolment on a course-by-course basis 1 The funding classifications of the EFTS factors generated by the…
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Tertiary education organisations must record learner results and report on result information as follows: The main assessment results of courses and/or qualifications for the enrolment period Other relevant academic information, for example scholarships awarded Information required for reporting to the Ministry of Education and the Tertiary Education Commission in the Single Data Return…
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If a tertiary education organisation (TEO) cannot claim Student Achievement Component funding in relation to a learner enrolment, the TEO must still collect the information required for their Single Data Return.
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Tertiary education organisations must keep the following records for the periods listed. Records Period Fees/course costs charged to learners, for example invoices and receipts 10 years Confirmation of a learner's eligibility to study 10 years Enrolment offers and contracts (including contracts with learners who withdraw), and enrolment records supporting Student Achievement Component funding…
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Rural education activities programmes (REAPs) can enrol learners who are younger than 16 in Adult and Community Education programmes. These enrolments must constitute less than 10 percent of total numbers. All learners must be residents in the geographic area covered by the REAP as defined by the Ministry of Education.