Minimum requirements

YG Fund funding provision must:

• lead to the award of a qualification that is either National Certificate of Educational Achievement (NCEA) at Level 1, 2 or 3; or another National or New Zealand Certificate at Level 1, 2 or 3 on the NZQCF and/or the NCEA co-requisite standards
• include literacy and numeracy provision
• comprise part of a recognised pathway (as determined by the New Zealand Qualifications Authority [NZQA] towards one or more vocational qualifications at Level 4 and above on the NZQCF
• be aligned to the Vocational Pathways (if it leads to a Level 1 or 2 NCEA qualification)
• be provided by tutors who are appropriately qualified.

For more information on Vocational Pathways and the list of standards in each pathway see Youth Guarantee.

For information on delivery mode requirements see Delivery mode requirements – Youth Guarantee.

Submitting a programme leading to a qualification for access to YG funding

Qualification and course approval is carried out through DXP Ngā Kete. Through this portal you:

• register and maintain your programmes leading to qualifications and courses for funding
• update your qualification, course and delivery site details, and
• submit your Single Data Return (SDR).

For technical information on using DXP Ngā Kete, see the DXP Ngā Kete User Guide.

A TEO approved to receive YG funding may request to deliver programmes leading to the award of a qualification that are alternative or additional to those listed in its Mix of Provision (MoP).

When submitting a new programme for access to funding, we recommend that you:

• consider whether it meets the eligibility criteria for YG funding;
• consider whether it aligns with:
  • the strategic direction outlined in your organisation's Investment Plan (Plan), and
  • the Tertiary Education Strategy;
• check on availability of funding, particularly if:
  • funding is being sought for Level 3 delivery
  • there will be a change in the type of delivery (trades/non-trades funding), or
  • delivery is being proposed at a new delivery site; and
• obtain the necessary programme approval and accreditation from NZQA.

Once we have received the necessary information, we will decide whether or not the programme meets the eligibility requirements for YG funding. For the full eligibility requirements, see the Youth Guarantee funding conditions for the relevant year.

If we approve the programme as eligible for funding, we will release your YG Mix of Provision (MoP), so you can revise and submit it to us for approval.

Information requirements for qualification approval

Determining eligibility

To enable us to determine whether  a programme is eligible to access YG funding, submit the following information through DXP Ngā Kete:

• your provider code (EDUMIS number)
• the qualification code used on the New Zealand Qualifications and Credentials Framework (NZQCF)
• the title of the qualification
• the number of learning hours per week
• the number of full-time teaching weeks per year
• the equivalent full-time student (EFTS) value of the programme calculated using:
  • credits
  • learning hours; and
  • full-time weeks; and
• approval documents from the relevant quality assurance body.

When approving a programme as eligible to access YG funding, we will:

• check that the details of the programme leading to award of the qualification are consistent with your NZQA approval documentation
• consider whether the EFTS value of the qualification is correct
• check that the course/s, programme and/or qualification are eligible in accordance with the funding mechanism and/or funding conditions
• consider whether eligible learners enrolled in the programme will be able to access the Student Allowance/Student Loan Schemes, and
• consider whether delivery of the programme aligns with our investment priorities, what the stakeholder needs are, and the extent of existing similar provision.

We will not backdate approval for access to the Student Allowance/Student Loan Schemes. Therefore, you need to submit this information at least four weeks before the start of tuition for the programme. This will ensure that enrolled learners can access financial support if eligible.

A detailed description of the required information is set out below.

TEO/provider code

Provide us with the four-digit code assigned by the Ministry of Education to uniquely identify your TEO. A list of the four-digit EDUMIS codes assigned to each TEO is set out in Appendix 1 of the DXP Data Classifications Appendices.

Qualification code

Supply the qualification code. The format of the qualification code is alphanumeric, usually two letters followed by four numbers. Select the New Zealand Certificate/Diploma from the Qualification List in DXP Ngā Kete.

If you intend to offer a New Zealand Certificate listed on the NZQCF, use the NZQCF code for the qualification for all references to the qualification.

You can submit your NZQA approval for one programme that leads to a New Zealand qualification in DXP Ngā Kete. Where additional programmes are approved by NZQA that lead to the same qualification, send the approval to us so we can agree to the delivery (do not submit the documentation through DXP Ngā Kete). Programmes leading to New Zealand qualifications should not be submitted under a local/provider code in this situation.

Qualification codes for trades and non-trades (and NCEA)

If you have NZQA programme approval for a trade programme and a non-trade programme for the same qualification (ie, one learner is enrolled on 50% of P1, C1, L1 courses while another is enrolled on 50% A1, J1), you need to set up two separate local qualification codes to reflect these different programmes. Only qualifications at Levels 2 and 3 can be funded at the trade rate.

Note: Where the programme will only be delivered as either trade or non-trade, you only need to set up one qualification code. 

If you are approved by NZQA to deliver NCEA Level 2 with a Vocational Pathway, you need to set this up in DXP Ngā Kete using the qualification codes below.

Code	Title	Level	Description
NCEAL1	National Certificate in Educational Achievement L1	L01	YG Non-Trades
NCEP1T	Construction and Infrastructure Trade L2	L02	YG Trades
NCEP1N	Construction and Infrastructure Non-trade L2	L02	YG Non-Trades
NCEP2T	Manufacturing and Technology Trade L2	L02	YG Trades
NCEP2N	Manufacturing and Technology Non-trade L2	L02	YG Non-Trades
NCEP3T	Primary Industries Trade L2	L02	YG Trades
NCEP3N	Primary Industries Non-trade L2	L02	YG Non-Trades
NCEP4T	Service Industries Trade L2	L02	YG Trades
NCEP4N	Service Industries Non-trade L2	L02	YG Non-Trades
NCEP5T	Social and Community Services Trade L2	L02	YG Trades
NCEP5N	Social and Community Services Non-trade L2	L02	YG Non-Trades
NCEP6T	Creative Industries Trade L2	L02	YG Trades
NCEP6N	Creative Industries Non-trade L2	L02	YG Non-Trades
NCEA3T	National Certificate in Educational Achievement Trade L3	L03	YG Trades
NCEA3N	National Certificate in Educational Achievement Non-trade L3	L03	YG Non-Trades

 For National Certificates, use the qualification code system shown below to enter the trade/non-trade codes in DXP Ngā Kete.

• “C” represents a National Certificate, and “Z” represents a New Zealand Certificate.
• This is followed by the four-digit NZQCF code for the qualification.
• This is followed by “T” identifying it as a trade programme (50% or more of the provision is trades), or “N” for a non-trade programme (50% or more of the provision is non-trades).

Code	Title	Level	Description
CxxxxT	National Certificate in Xxxxx Level 3	L03	YG Trades
CxxxxN	National Certificate in Xxxxx Level 3	L03	YG Non-Trades
ZxxxxT	New Zealand Certificate in Xxxxx Level 3	L03	YG Trades
ZxxxxN	New Zealand Certificate in Xxxxx Level 3	L03	YG Non-Trades

Title of qualification

Give us the title of the qualification(s) for which you are seeking approval for funding.

This is not the title of the programme that NZQA approved, unless the programme title and qualification title are the same.

Duration

Provide us with information about the duration of the programme, specifically the learning hours and full-time teaching weeks as approved by NZQA.

Learning hours

NZQA defines “learning hours” as all planned learning activities leading towards the achievement of a qualification.

Types of learning activities include but are not limited to:

• lecturer and tutor contact hours, including workshops and tutorials
• tests and assignments
• supervised practical placements
• study time
• self-directed learning activities that you expect the student to engage with/participate in, and
• examination periods.

There are three fields for types of learning activities in DXP Ngā Kete. You should break down the various learning activities, and enter hours in the relevant fields below as accurately as possible, based on the guidance below. The three fields are:

• Teaching hours each week – eg, face-to-face classroom/online/field trip/simulation time, tutorials, on-site assignments, assessments and examinations
• Work experience hours each week – eg, time the learner spends practising or learning skills relevant to their study programme in a workplace; this includes a teaching workplace, which may be on-site, as long as it operates as a commercial enterprise, and
• Self-directed study hours per week. “Self-directed study” meansTEO-directed study carried out by the learner – eg, time the learner spends on off-site assignments, such as homework assignments, and TEO-directed reading and study hours, that they must complete in their own time. Self-directed study does not include self-directed activities that the learner initiates.

Note: You will need to apply a consistent rationale for the activities that constitute programme learning hours for each of the three fields above.

In relation to learning hours in the programme leading to the award of a qualification, you must give us the:

• number of teaching hours each week (see above)
• number of hours each week of work experience (see above)
• number of self-directed learning hours each week (see above)
• total number of learning hours each week
• total number of learning hours in each year
• number of years it will take to complete the programme, and
• total number of learning hours in the qualification (the number of learning hours in each year multiplied by the number of years).

Total learning hours in DXP Ngā Kete must be the same as the total programme learning hours approved by NZQA. We expect actual delivery to align with the total learning hours and the learning activities approved by NZQA. This means we expect you to regularly review the delivery of your programmes to ensure they are “right sized” for most learners (recognising that some learners take more or fewer learning hours to achieve a qualification than others).

Note: During audits and investigations we may check whether your delivery reflects our and NZQA’s approvals. To do this, we triangulate NZQA approval documentation, DXP Ngā Kete data, and your learner information, and compare this to actual delivery.

Full-time teaching weeks

A full-time teaching week includes the types of learning hours outlined above.

In relation to the number of teaching weeks in each year of the programme, you must give us the:

• number of full-time equivalent teaching weeks
• number of weeks of recess in each year
• total number of full-time teaching weeks and recess weeks in each year – FTE gross
• number of credits on the NZQCF contained in the programme, and
• number of credits that a learner must achieve each year to complete the programme.

We generally will not approve a programme for funding that is longer than 34 weeks in a year.

You must not enrol a learner in more than:

• 1.5 EFTS (120 credits) of Level 1 and/or 2 YG provision in any calendar year, or
• 1.0 EFTS (120 credits) of Level 3 YG provision in any calendar year.

EFTS value of the programme

We require the EFTS value of each programme to determine whether a programme is eligible to receive YG funding. For conditions on assigning EFTS values to programmes, see YG funding conditions for the relevant year.

The EFTS value must be specified to no more than four decimal places. The EFTS value determines the workload involved and is required so that we can appropriately fund you. 

EFTS value calculation

The EFTS value must be determined using the following methods:

• credits
• learning hours, and
• full-time weeks.

Each of the three methods should produce the same result. If they do, we can be confident that a learner is undertaking a reasonable workload.

Each method is set out in more detail below.

Credits method

A credit measures the average amount of learning that is required to achieve the qualification. 

Calculate the EFTS value by dividing the number of credits for the qualification by 120 (the standard number of credits that equate to one full-time year of study in DXP Ngā Kete). 

Example: If a qualification has 60 credits: 60 divided by 120 = 0.5 EFTS.

Learning hours method

Calculate the EFTS value by dividing the programme's total learning hours by 1,200 (the standard number of learning hours that equates to a full-time year of study).

Example: If the total learning hours for one semester in a programme is 600 hours: 600 divided by 1,200 = 0.5 EFTS.

Full-time weeks method

Calculate the EFTS value by dividing the total weeks of tuition for the programme by 34 (the standard number of weeks that equate to one full-time equivalent teaching or tuition year). 

Example: If the programme has a length of 17 weeks: 17 divided by 34 = 0.5 EFTS.

EFTS value when a qualification has strands

A qualification may contain course options or electives with variable credit combinations, called strands. Each strand may have a different total EFTS value.

If a qualification has two or more strands, you should determine the EFTS value for each strand. We require the EFTS value of the strand that has the highest EFTS value for our calculations.

Calculate the EFTS factor of each course in the strand in order to calculate the EFTS value of the strand. The EFTS factor of a course can be determined in the following ways:

• For a qualification that has up to 120 credits, divide the course credits by 120 (see Example 1 below).
• For a qualification that has more than 120 credits, and we have agreed to fund more than 1 EFTS per learner per year, divide the course credits by the credit value of the qualification.
• For a qualification that has more than 120 credits, and we have not agreed to fund more than 1 EFTS per learner per year, divide the course credits by 120 (see Example 2 below).

Example 1: Calculating the EFTS value of a qualification (with strands) using course credits (up to 120 credits) 

Strand 1	Credits	Course EFTS factor	Strand 2	Credits	Course EFTS factor
Course 1	15	0.1250	Course 1	15	0.1250
Course 2	15	0.1250	Course 2	15	0.1250
Course 3	26	0.2167	Course 3	26	0.2167
Course 4	10	0.0833	Course 6	10	0.0833
Course 5	6	0.0500	Course 7	5	0.0417
			Course 8	4	0.0333
Totals	72	0.6000		75	0.6250

In this example, Strand 2 has the highest credit value. You will therefore submit the EFTS value of the qualification as 0.625 (75 credits/120 = 0.625 EFTS).

Example 2: Calculating the EFTS value of a qualification with more than 120 credits in one year (with strands)

If an approved qualification in DXP Ngā Kete has a value of 1.0 EFTS but more than 120 credits, the credit value of the longest strand is used to determine the course EFTS factor for each strand. This ensures that courses common to both strands have the same EFTS factor.

In this example, the credit value of 150 is used to divide the credits, not 120.

Strand 1	Credits	Course EFTS factor	Strand 2	Credits	Course EFTS factor
Course 1	30	0.2000	Course 1	30	0.2000
Course 2	30	0.2000	Course 2	30	0.2000
Course 3	52	0.3467	Course 3	52	0.3467
Course 4	20	0.1333	Course 6	20	0.1333
Course 5	12	0.0800	Course 7	10	0.0667
			Course 8	8	0.0533
Totals	144	0.9600		150	1.0000

Defining a qualification

Give us the following information that defines the qualification:

• the award category code (recognised qualifications have an award qualification category code – see DXP Data Classifications Appendices)
• the International Standard Classification of Education (ISCED) level of the qualification (see DXP Data Classifications Appendices)
• the level of the qualification on the NZQCF (see DXP Data Classifications Appendices)
• the outcome (ISCED destination) of completing the qualification (eg, whether the qualification is designed to lead the learner directly into the labour market), and
• the New Zealand Standard Classification of Education (NZSCED) of the qualification (see DXP Data Classifications Appendices).

DXP Data Classifications Appendices to the Data Specifications for the Single Data Return

Course component disaggregation

Once NZQA approves a programme leading to a qualification, you will then submit the programme to us through DXP Ngā Kete for approval as eligible to access YG funding. We may then agree to fund the programme.

Following that, you must disaggregate the qualification into its component courses in DXP Ngā Kete. Provide us with all of the following information about each course in the programme:

• provider code
• course code
• course title
• qualification code
• delivery classification
• NZSCED field of study
• level of the course on the NZQCF
• number of credits of the course
• funding category of the course
• EFTS factor of the course, and
• whether the course has embedded literacy and numeracy skill development in the provision.

Some of the key fields required for SDR submission are outlined in more detail below. 

Delivery classification

Classify your courses using the current Delivery Classification Guide.

New Zealand Standard Classification of Education (NZSCED)

The NZSCED is a subject-based classification system that contributes to international reporting, and in some cases may be used to describe the Mix of Provision in your Investment Plan.

All courses must be classified using the NZSCED classifications on a “best fit” basis according to their predominant subject matter. This means that the chosen NZSCED classification reflects the largest part of a course’s subject matter.

A full list of NZSCED classifications is provided in DXP Data Classifications Appendices for the SDR.

For more information on NZSCED classifications, see New Zealand Standard Classification of Education – Education Counts.

Funding category

Funding categories are the coding system we use to group all courses under a particular delivery classification into funding bands. These bands are based on each course’s level of delivery, and they ultimately connect to the funding rate you will receive. 

 After selecting a delivery classification, you must accurately assign the funding category that corresponds to the level of delivery of your course. This is made up of an alphanumeric code that reflects the course’s delivery classification and level of study.  

Alphabetic code

The alphabetic code reflects the delivery classification and can be found in the relevant year’s Delivery Classification Guide.

Numeric code

The numeric code reflects the level of study of the qualification the course is part of.  For YG courses the numeric category will always be 1, as these courses are designed for non-degree qualifications with no research requirement. 

EFTS factor of courses

The EFTS factor of all courses leading to a qualification should total the EFTS value of the qualification. In DXP Ngā Kete the field name is ‘Qualification’ (which means programme leading to the award of the qualification).

As a guideline, we recommend that the size of the smallest course should not have an EFTS factor of less than 0.1.

Although you may choose to deliver a smaller course, if the course is based on a single unit standard and has a course EFTS factor of less than 0.1, we do not require you to further disaggregate the course in DXP Ngā Kete.

You may report delivery for one qualification as one course. However, that means that a learner can only enrol in the one course (ie, the whole programme) leading to award of the qualification. 

After a programme has been disaggregated into courses and we have approved these as eligible for access to YG funding, you will not be able to disaggregate them further.

For the purposes of DXP Ngā Kete, MoPs and SDR reporting, EFTS factors are calculated using 120 credits per EFTS for all Youth Guarantee provision (the standard number of credits that equate to one full-time year of study).

Calculation

Qualifications are measured in credits. We require the EFTS factor of a course to be calculated by:

• dividing the number of credits in the course by the total number of credits in the qualification, and
• multiplying that number by the EFTS value of the qualification. 

The EFTS factor must be expressed to four decimal places.

Example: If a qualification has a total of 60 credits and an EFTS value of 0.5, the EFTS factors of the courses in the qualification are calculated as:

Courses	Credits	Qualification EFTS value	Course EFTS factor
1	24	0.5	24/60 x 0.5 = 0.2000
2	20	0.5	20/60 x 0.5 = 0.1667
3	16	0.5	16/60 x 0.5 = 0.1333
	Credits = 60		EFTS value = 0.5

Embedded literacy and numeracy flag

Indicate whether a course includes embedded literacy and/or numeracy provision.

A course with embedded literacy and numeracy provision will deliver deliberate teaching of literacy and numeracy skills and will be part of a programme that has:

• explicit literacy and numeracy statements, learning outcomes or teaching and learning statements within programme or course information
• a literacy and numeracy diagnostic assessment for each learner, and
• assessment of each learner's progress in literacy and numeracy skill development.

Enrolling learners in a newly approved programme

You can start enrolling learners in the programme leading to the new qualification, and access funding, after the programme has been:

• listed in your YG MoP with regions of delivery and EFTS, and
• we have approved your MoP for funding.

Making a change to a programme leading to the qualification

To make a change to a programme leading to an award of a qualification, check first with NZQA (as the quality assurance body) if their approval is required for the change.

Significant changes to your programmes may require our approval. For more information, see Significant Plan Amendments and Replacement Plans.  

Once you have the required approval (or have confirmed approval is not needed), you need to reflect your changes in DXP Ngā Kete.

After making changes to a programme, you need to ensure it still meets the requirements of any relevant funding conditions. See the funding conditions for the relevant year. Note the base funding conditions and YG-specific conditions. 

Expiring or discontinued qualifications

You can remove a qualification that you no longer offer from your MoP and close it from DXP Ngā Kete. This removes the qualification from your list of active qualifications and the NZQA Register of Quality Assured Qualifications. 

The process can be found in DXP Ngā Kete.