Enrolment

Enrolment

Last updated 24 April 2017
Last updated 04/24/2017

Each Youth Guarantee student must be enrolled in at least one qualification of 60 credits or more, and may be studying full-time or part-time.

This means tertiary education organisations (TEOs) have flexibility to decide which qualification(s) they believe best meet the needs of their students and how they should be delivered. However, each student must be enrolled in a programme of learning that is at least 60 credits, and no more than 120 credits.

For example:

  • Two students could each be enrolled in a 60 credit qualification. If they each have no prior learning to recognise, the total course work to be completed by the two students would equate to 120 credits, attracting one equivalent full-time student (EFTS) of funding ($10,800 non-trades provision/$14,300 trades provision), comprising 0.5 EFTS per student. The two students could study part-time concurrently, or study full-time consecutively.
  • A student could be enrolled in a 120 credit programme of learning (leading to award of a single qualification or multiple qualifications). If they have no prior learning to recognise, the total course work to be completed by the student would attract one EFTS of funding.

Note: 0.5 EFTS (or 50% of a full-time, full-year student workload) is equivalent to a 60 credit workload. One EFTS is equivalent to a 120 credit workload.

Inducement to enrol

An enrolment is not a valid enrolment if the student has been induced to enrol.

See Condition: No inducing enrolment.

 

Verification of student identity

To comply with the reporting requirements under section 159YD of the Education Act 1989, a TEO must verify the student's identity when the student enrols for the first time.

See Condition: Verification of student identity.

Note: The TEO must sight either an original or a certified copy of the original.

  • Where an original is sighted, it must be received by the TEO in original hard copy format.
  • Where a certified copy is sighted, it may be received by the TEO in either hard copy format or digital format (photograph or scan).

In either instance the TEO remains responsible for verifying the student’s identity.

If the identity of the student is verified, the TEO can then check if the student is eligible to be a valid domestic enrolment. 

Certified copies

A certified copy is a photocopy or scanned copy that has been endorsed as a true copy of the original. To be certified, the document must:

(a)  be certified by an official of the issuing authority or a person authorised by law in New Zealand to certify documents, such as a Justice of the Peace, a lawyer, or a court official (Court Registrar or Deputy Registrar), and

(b)  have the official's signature on each page, with the name and title of the official shown clearly below his or her signature.

Verification of student eligibility

TEOs must ensure that students are eligible to be enrolled in Youth Guarantee funded programmes.

It is the TEO’s responsibility to recognise each student’s prior learning and adjust the courses in the learner’s programme. A TEO must not claim Youth Guarantee funding for recognising prior learning, or for delivering tuition where the student already has prior learning (i.e. skills and/or knowledge).

See Condition: Verification of student eligibility.

Recognition of prior learning / prior achievement

Recognition of prior learning (RPL) relates to previous study or experience (prior achievement) relevant to a programme that a student is currently undertaking. RPL enables a student to proceed with his or her study without repeating aspects of the qualification previously studied, or re-learning skills the student has already achieved through past work or other experience.

It is the TEO’s responsibility to recognise each student’s prior learning and adjust the courses in the learner’s programme. A TEO must not claim Youth Guarantee funding for recognising prior learning, or for delivering tuition where the student already has prior learning (i.e. skills and/or knowledge).

The TEO is responsible for seeing evidence of prior academic achievement using a New Zealand Qualifications Authority (NZQA) Record of Achievement (ROA) at the time of enrolment. In addition, to see each Youth Guarantee student's full NCEA achievement and paid and unpaid credits, carry out an NCEA qualification check with NZQA. If you have any questions about the process, please contact the Qualifications Data and Data Analysis team at NZQA on 0800 697 296.

See Recognition of prior learning/prior achievement on the Funding and payments page,under Funding calculation. 

 

Unpaid NZQA fees for credits

NZQA administers a process for clearing unpaid credits achieved at secondary school. We supply NZQA with enrolment information after each SDR and this information is used to match NSNs with NZQA records.

To see a student's paid and unpaid credits, NZQA recommends doing an NCEA qualification check prior to enrolment.

If you have any questions about the process, please contact the Qualifications Data and Data Analysis team at NZQA on 0800 697 296.

Student loans and allowances

A TEO that provides Youth Guarantee programmes must not charge tuition fees or compulsory course costs to any student.

See Condition: Fees.

A Youth Guarantee student who is under 18 years old is not eligible for a Student Loan under the Student Loan Scheme. A student who is 18 or 19 years old, however, may be eligible to access course-related costs and living costs as part of the Student Loan Scheme.

Note: students who turn 18 while enrolled in a Youth Guarantee funded qualification are not eligible for course-related costs or living costs until their next programme (qualification) enrolment.

TEOs must ensure that Youth Guarantee students understand they need to confirm their eligibility for a Student Loan or a Student Allowance with StudyLink as part of deciding to undertake study (using the tools on the StudyLink website). It is important that students make good study decisions based on all the relevant information. 

Note:

  1. For students to be able to access any part of the Student Loan or Student Allowances Schemes, the qualification(s) the student is enrolled in must meet the loan entry threshold (LET) and be approved in STEO by the TEC.
  2. TEOs must add the appropriate source of funding to the Verification of Study (VoS) to StudyLink. For all Youth Guarantee enrolments code 22 should be added to the VoS. This means that TEOs will no longer be required to use concurrent qualifications to indicate to StudyLink the type and age of students enrolled. Concurrent qualifications will only be used where a student is enrolled in multiple qualifications simultaneously and the full study load (EFTS value of the qualifications) needs to be advised to StudyLink. 

Withdrawals

A “withdrawal” is when a student ceases to participate in a course, programme or training scheme, either:

  • by providing notice to your organisation that they wish to withdraw participation, or
  • as a result of non-attendance or non-participation for any reason.

Setting a withdrawal date

TEOs need to apply a “withdrawal date” to any enrolment in the SDR that meets the criteria above.

A TEO will not be able to receive funding for an enrolment with a withdrawal date that occurs before 10% or one month of the course has been completed (rounded up to the nearest whole day), whichever is the earlier. See 'course enrolment' in the File Specifications - Definitions section of the SDR Manual.

Disengaged students who have not formally withdrawn

A student may have disengaged from the programme or training scheme even if they have not formally withdrawn. For example, they may not have attended a face-to-face course or not logged in for on-line learning. The TEO should determine at the earliest opportunity if a disengaged student is withdrawing from a course. It is in the best interests of the TEO to determine this before the withdrawal date. This is because, if the enrolment continues to be reported and is unsuccessful, it will be counted as a course non-completion for the calculation of educational performance indicators (EPIs).