Monitoring and Reporting

Monitoring and Reporting

Last updated 30 November 2021
Last updated 30 November 2021

TEOs who receive HAFL are required to periodically report to the TEC on how, where and when they have used the funding. The TEC will use the information to regularly update a public list on the TEC’s website.

Reporting

When you accept a funding allocation from the HAFL, we will provide two reporting templates to your Workspace2.

The reporting deadlines are:

  • 15 October 2021, for the period ending 30 September 2021;
  • 21 January 2022, for the period ending 31 December 2021;
  • 15 April 2022, for the period ending 30 March 2022; and
  • 15 July 2022, for the period ending 30 June 2022 (Final Report).

Reports will be provisioned on Workspace2. Reports must be made on a cumulative basis for that calendar year. For example, 2021 reports must reflect cumulative expenditure in 2021. 2022 reports must reflect cumulative expenditure in 2022.

If there is no change to your HAFL use between reporting periods, please re-submit the data from your last report. While we have taken care to reduce the total number of reports submitted, we require you to submit subsequent reports even if you have fully allocated your HAFL funding to learners. Regular reporting is required by TEOs so that the TEC can monitor the expenditure process and be able to report that to other government agencies and the general public. We acknowledge that re-submitting subsequent reports is not ideal, but due to technical constraints and the risks associated with manual updates of individual TEO expenditure, we require you to submit your subsequent progress reports. We appreciate your understanding on this matter. 

Submitting a Strategy to the TEC

The HAFL funding can be used for both the Hardship Purpose and the Technology Access Purpose. There are two types of Strategies, the Learner Technology Support Strategy and the Hardship Strategy.

We have provided a table to help you understand if you need to submit a Strategy to us, depending on which purpose you intend to use funding for. You may need to submit both Strategies if the circumstances below apply.

  You need to submit this Strategy You do not need to submit this Strategy
Hardship Fund Strategy  (HFS)

If you

  • have not received HAFL funding in 2020 or 2021, or
  • have received Hardship for Learner Funding in 2020 or 2021 but wish to make significant changes to your approach on the use of funding.
    Please submit this Strategy within 15 working days of you receiving your first payment.

If you

  • have received HAFL funding in 2020 or 2021, and
  • are not making any significant changes to your approach on the use of funding.
    We will rely on your Hardship Fund Strategy.
Learner Technology Support Strategy (LTSS)

If you

  • want to use HAFL funding for the broader Technology Access Purpose on top of the Hardship Purpose.

Given that there are currently no COVID-19 restrictions within New Zealand, we understand that you may need time to consider whether you will use the HAFL funding for the Technology Access Purpose. Therefore, you are required to submit this Strategy within 15 working days of COVID-19 restrictions being in place.

Although we require a Strategy from your organisation, our priority is to assist learners as quickly as possible. With that in mind, when an event occurs (e.g. someone goes into quarantine) you may use the funding for technology access purpose, and you do not need to wait for us to approve your Strategy. We will review your Strategy and contact you if we have any questions. Please contact us if you are unsure at any time around this process.

If you

  • only want to use HAFL funding for the Hardship Purpose.

If you wish to provide financial assistance to your learners to include just internet access, you do not need to complete the Learner Technology Access Strategy (LTSS). If you wish to provide technology support beyond internet access, for example refurbishing devices under the Technology Access Purpose, you must complete the LTSS.

Learner Technology Support Strategy

A copy of the Learner Technology Support Strategy (LTSS) template has uploaded on Workspace2. The template is also available -

Learner Technology Support Strategy (Word, 255Kb)

The LTSS is a document containing a short series of questions, which help us understand your organisation’s planned approach to using your allocation. The LTSS template sets out:

  • how you will plan to use the HAFL funding for the Technology Access Purpose to respond to COVID-19 restrictions that remove the option for face-to-face study;

(b)          how you will prioritise which learners receive assistance with accessing technology-enabled learning; and

(c)           how you will keep track of costs incurred to ensure that HAFL Funding is used in compliance with these Funding Conditions.

If you make any significant amendments to your strategy throughout the funding period, you must provide us with an updated copy of your LTSS.

Please email the Strategy back to our Customer Contact Group customerservice@tec.govt.nz with the Subject Line:

[EDUMIS] – Learner Tech Support Strategy 2021

Hardship Fund Strategy

A copy of the Hardship Fund Strategy (HFS) template has been uploaded on Workspace2. The template is also available -

Hardship Fund Strategy (Word, 254 Kb)

The HFS must include information on:

  • how you will identify the learners who are facing hardship
  • how you are prioritising learners who are in greatest hardship
  • how you are planning to use the HAFL funding; and
  • how you will keep track of costs incurred to ensure that HAFL Funding is used in compliance with these Funding Conditions.

Please email the Strategy back to our Customer Contact Group customerservice@tec.govt.nz with the Subject Line:

[EDUMIS] – Hardship Fund Strategy 2021

TEC may recover unused or incorrectly used funding

The TEC will use progress reports, and other monitoring as needed, to monitor how Hardship Fund for Learners funding is being used. We may recover any funding that is being used contrary to the Fund conditions or to the approach set out a TEO’s Hardship Fund Strategy or Learner Technology Support Strategy.

If during the Funding Period a significant amount of a TEO’s HAFL funding is unspent and we consider that it is unlikely that they will spend all of their allocated HAFL funding, we may discuss with the TEO whether any of their funding should be returned.