Assessment and Moderation Policy

To set out policies and procedures which govern assessment within Otago Polytechnic Limited (Ltd) to ensure that all assessment is learner-centred, valid, fair, and consistent and that robust internal and external pre and post-assessment moderation processes are in place.

The policies and procedures apply to learning and teaching assessment practices regardless of delivery modality. 

• Human Rights Act 1993
• Public Records Act 2005
• NZQA Degrees and Related Qualifications Guidelines for Programme Approval and Accreditation to Provide Programmes
• Guidelines for applying for approval of programmes leading to New Zealand qualifications at Levels 1-6 on the NZQF and the accreditation of organisations to provide approved programmes
• NZQF Programme and Accreditation Rules 2013
• Guidelines for monitoring programmes leading to Diploma, Degree, and related qualifications at levels 7 - 10.

1. This policy applies to internal Otago Polytechnic Ltd assessments only.  External assessments are governed by the policies and procedures of the external body.

2. Assessment is an integral part of the learning and teaching process and will be learner centred. Assessment, including assessment of prior learning (APL), measures student learning towards achieving the stated learning outcomes of a course and/or programme of study.

3. Assessment will take many forms and use a variety of methods to enable learners to provide evidence congruent with learning outcomes.

4. Assessment must be transparent, valid, fair, and relevant and must not create any unnecessary barriers to learning progression. The purpose of assessment is always to be made explicit to learners.

5. Assessment events and methods must be:

          5.1 Valid (measure what they set out to measure and be consistent with the stated learning outcomes and level).

          5.2  Reliable (provide consistent results, regardless of the assessor, the assessment venue or timing of the assessment).

          5.3  Practicable (can be carried out effectively, taking the required time and other resources into consideration).

6. Accurate and timely information regarding assessment and assessment conditions including dates, type of assessment, weighting, conditions, requirements to pass, reassessments/resits/resubmission requirements including fees. where applicable, will be given to learners at the start of their course(s).

 Examinations

7. Where examinations are subject to regulations set by external agencies, the examinations must be conducted according to the relevant regulations.

8. Where there are no external regulations, Heads of College are responsible for ensuring that examinations are conducted under conditions that are fair to learners and ensure academic integrity.

9. All examinations must be conducted in accordance with the Impaired Performance/Aegrotat Policy, and Academic Integrity Policy.

10. Heads of College are responsible for ensuring supervisors and/or invigilators receive a copy of the Academic Integrity policy and understand this policy and its appendices.

 Eligibility for Alternative Assessment Arrangements

11. Any learner meeting the following criteria may be eligible to apply for alternative assessment arrangements (refer to Appendix 1. Alternative Assessment Form). Student Success can pre-empt the learner’s alternative assessment needs/requirements if they are known and advise the relevant programme.

            11.1 Sensory, physical, learning, or mental health disabilities or long-term medical conditions that impact on their ability to complete assessments in a fair and equitable manner.

            11.2 Literacy difficulties that result in performance in an assessment not accurately demonstrating understanding of what is being assessed. These difficulties may include:

• spelling to the extent that a marker/assessor would not be able to decode the answers
• handwriting that is illegible.

NB:   Learners should be working at a level that they feel confident and competent to take part in the assessments. Not being able to read or comprehend the context of their learning would indicate that a learner is not in a programme of study at the right level.

 Exclusions

This policy does not cover situations where the arrangements and assistance provided would invalidate the assessment of stated learning outcomes, for example the provision of a reader-writer in an assessment situation where the ability to read and write in English is the skill to be assessed.

12. Feedback from assessment and assessed work, including the mark/grade, will be returned to learners within a specified timeframe. The timeframe will be between one to two (1-2) weeks for certificate and diploma programmes and one to four (1-4) weeks for degree and postgraduate programmes (excluding thesis marking).

13.  Learners may request to be assessed in Te Reo Māori. Provided requests are received within time frames which enable the request to be met, every endeavour will be made to meet such requests. Refer to Appendix 2. Learner Assessment in Te Reo Māori Standard Operating Procedures (SOP).

14. Internal and external assessors must be appropriately qualified.

15. Approved programme of study documents must specify the assessment regulations relating to reassessment (including resit, resubmission, and specials), extensions and consequences of failure. These must be detailed in the Learner Programme Information or equivalent.

Moderation

16. Heads of College/Programme Heads in conjunction with College Assessment Committees are responsible for ensuring that a robust and effective internal moderation system is in place for both pre-assessment and post-assessment moderation activity which meets internal and external requirements.

17. Where more than one (1) College delivers a programme of study each Head of College/Programme Head/Assessment Committee, is required to establish a moderation relationship with the other Colleges/Campus.

18. All assessment tools and/or processes are to be moderated prior to use (pre-assessment moderation) by person(s) other than the assessment tool developer and a sampling process is used to post-moderate the assessing of learner work (post-assessment moderation) by person(s) other than the original assessor.

19. Annual Moderation Plans will be prepared for both internal and external assessment to be implemented within each programme of study/College. 

20. For NZQA-managed external moderation, the Academic Excellence Team will liaise with NZQA and Head of College/Programme Head and facilitate the annual Assessment Plan and annual Moderation Plan.

21. For Workforce Development Council (WDC) managed external moderation, the Head of College/Programme Head, in conjunction with the Academic Excellence Team will liaise with the relevant Workforce Development Councils (WDC) and facilitate the external WDC moderation processes within the required timeframes.

22. For degrees and related qualifications internal and external moderation processes will be reported to and discussed with the monitor.

23.  The internal auditor will audit internal and external pre and post-assessment moderation according to the moderation audit schedule.

24. Effectiveness of the programme of study’s assessment and moderation is evaluated and reviewed at least annually, and the outcomes are included in the Annual Programme Evaluation and Review (APER) report for each programme.

25. Cross Credits/Credit Transfer will be considered according to policy Recognition of Prior Learning policy.

26. Grades and results allocated will be consistent with the grade tables specified in the Grade Tables, Honours, Distinction and Merit policy.

27. Any disagreement relating to assessment decisions should be dealt with in accordance with the Academic Appeal Process for Learners policy. 

28. All assessment and moderation materials must be retained for twelve (12) months or the preceding academic year, whichever is longer.

Appendix 1. Alternative Assessment Application Form 2022 (downloadable)

Appendix 2. Learner Assessment in Te Reo Māori (below)

Policies

• Recognition of Prior Learning policy
• Academic Appeal Process for Learners policy
• Learner Discipline policy
• Academic Integrity policy
• Grade Tables, Honours, Distinction and Merit policy
• Postgraduate Supervision and Submission of Research Outputs policy
• Impaired Performance/Aegrotat Policy
• Assessment Committee policy
• Results Process for Consultancy policy
• Learner Results, Transcripts and Award Certificates for Qualifications policy
• Information Management policy
• Intellectual Property policy
• Intellectual Property - Mātauranga Māori policy

Other Documents

• NZQF Consent and Moderation Requirements

Approved by:
Dr. Megan Gibbons
Chief Executive
30/10/2022

Current Version V9    : Previously Coded:   AP0900.

Responsibility:  Deputy Chief Executive: Partnership and Equity

PURPOSE

In recognition of the status of Te Reo Māori as a taonga (treasure) protected under the Treaty of Waitangi, and within the spirit of Te Ture mō Te Reo Māori 2016 (Māori Language Act), Otago Polytechnic Limited (Ltd) will endorse the right of learners and staff to use Te Reo Māori by:

1. Providing an environment that enables staff, learners, and visitors to Otago Polytechnic Ltd to use Māori language in their day-to-day communications; and
2. Facilitating internal processes which empower learners to use Te Reo Māori in their programme and assessments.

PROCEDURE

1. Learners may request to be assessed in Te Reo Māori provided requests are received within time frames which enable the request to be met and only if the following conditions are satisfied:

     1.a. English language is not central to the objectives of that course, e.g., English language programmes.

     1.b. The learner can evidence proficiency in Te Reo Māori to the level outlined in Te Taura Whiri I te Reo Māori – Guidelines for Māori Language Orthography [1].

     1.c. All other requirements outlined in this procedure are met.

2. Learners who intend to present all or part of an assessment, examination, or piece of work in Te Reo Māori are required to give notice of their intention to do so in writing. This notice of intention is necessary to allow Otago Polytechnic Ltd time to make suitable arrangements for assessing including, when necessary, translation and external assessment. The following considerations must be adhered to:

      2.a. The learner must write to the Head of College and Programme Head of their enrolled programme to give notice of their intention.

      2.b. Notice should be given within three (3) weeks of the start date of the programme.  Unless exceptional circumstances have been given.

      2.c. The notice must outline how the learner meets the conditions outlined in this procedure.

3. Timely consultation with the Kaitohutohu Office is essential to ensure that appropriate support is provided to learners and staff to enable learner assessments in Te Reo Māori. The College concerned will notify the Kaitohutohu Office of a learner’s intention to submit in Te Reo Māori as soon as notice is received by the Head of College and Programme Head.

4. There are currently three (3) options available for the assessment or examination of work submitted in Te Reo Māori. These are outlined below in the order of preference, which is dependent on the variables available for each option:

a.  Course Assessor

Every effort will be made by the Head of College to have the assessment, examination or piece of work assessed by a person qualified to assess the work in Te Reo Māori. This should be an assessor for the course/programme if they are considered by the Head of College, in consultation with the Kaitohutohu Office, to have a suitable level of Māori language proficiency to do so.

The College may also deem it necessary for the learner to provide a glossary of technical terms to assist with any translation required. This will need to be prepared in advance and in consultation with the Programme Head.

b. Substitute Assessor

If the course assessor of the relevant assessment, examination or piece of work is not proficient to assess the work in Te Reo Māori, a substitute assessor, proficient in both the subject matter or discipline and in Te Reo Māori, may be appointed by the Head of College in consultation with the Kaitohutohu Office and in agreement with the Programme Head, to assess the work presented in Te Reo Māori.

Otago Polytechnic Ltd will take such steps as are reasonable in the circumstances (considering the period of notice given and the timeframe of the assessment process) to appoint a suitable substitute assessor from within or external to the Polytechnic.

The approved Course Descriptor, assessment, examination, or piece of work and marking guide translated to Te Reo Māori MUST be given to the substitute assessor.

c. Translator

If a substitute assessor is not available to assess the work in Te Reo Māori, a translator may be appointed by the Head of College in consultation with the Kaitohutohu Office and in agreement with the appropriate Programme Head. The following process will be adhered to:

• For the process for requesting translation services, refer to Te Reo Māori Translation or email the Kaitohutohu Office directly: Kaitohutohu@op.ac.nz
• All reasonable steps will be taken to ensure that the translator is competent in the subject matter or discipline under assessment or examination. If the translator is not competent in the subject matter or discipline under assessment or examination, the translator can request a glossary of technical terms to assist any translation required.  The decision of the Head of College and Kaitohutohu Office regarding the linguistic proficiency of the translator appointed should be treated as final, subject to the provisions for reconsideration of the final grade according to policy Academic Appeal Process for Learners Policy.
• Translators will be informed that the assessment, examination, or piece of work submitted is a requirement of an Otago Polytechnic Ltd course as part of the learner’s programme.
• An estimate of the time to complete the translation work will be provided to the Head of College prior to the work being commenced.
• The translator will be sent a copy of the original assessment, examination, or piece of work with the learner’s details removed to maintain the learner’s anonymity and remove any potential conflict of interest.
• Once the assessment, examination or piece of work has been translated and considered by the assessor, the result received for the work will count towards the final grade given to the learner.
• The assessment, examination or piece of work should be translated as accurately as possible, bearing in mind it is not always possible to provide an exact translation from one language to another.
• In the translation the translator will be asked not to correct errors of content or inconsistencies, nor to make suggested improvements to the flow of the work. However, ambiguities arising from the translation as well as notes regarding the quality and clarity of the language used by the learner, including, but not limited to, sentence structure, spelling, and grammar, should be pointed out to the Programme Head when the translation is returned.
• Where necessary, the Programme Head may seek clarification about aspects of the translation from the translator but contact between the learner and translator is prohibited.
• Once translated, assessing should be carried out by the assessor, as they would any other assessment, submitted.

5. Resorting to the translation of an assessment, examination or piece of work should only be made when reasonable efforts to find an assessor proficient in assessing the work in Te Reo Māori have been exhausted.

     5.a. Colleges should not handle translations they must contact the Kaitohutohu Office and discuss at the time of the Notice of Intention submission to ensure consistency in practice and adherence to this procedure.

     5.b. The Kaitohutohu Office will maintain a database of substitute assessors and translators proficient in Te Reo Māori and their area of discipline.

6. Where a learner has given notice in writing of their intention to submit their assessment in Te Reo Māori, they should be informed by the Head of College as soon as is reasonably possible within two (2) weeks whether or not the assessment, examination or piece of work will be based on the translation or completed by an assessor who is also an expert in the subject matter or discipline.

7. If the assessment, examination, or piece of work is an oral assessment, the same principles should apply as for written work. Practicalities may require modifications, however, such as a limitation on the use of Te Reo Māori where oral work involves group work or interaction with other learners who do not speak or understand Te Reo Māori.

8. All costs associated with the engagement of a substitute assessor and/or translator related to the assessing of an assessment, examination, or piece of work in Te Reo Māori will be the responsibility of the College. (Pool of funding held by Kaitohutohu Office, a request from the HoC to be put through to the Kaitohutohu Office).

 Return of work to the learners

9. When an assessment, examination or piece of work is returned to a learner, any translations or notes to the translation provided should also be returned to the learner. The name of the translator should always remain confidential.

10. Feedback from assessment and assessed work will be returned to learners within a specified timeframe. The timeframe will be between 1-2 weeks for certificate and diploma programmes and 1-4 weeks for degree and postgraduate programmes (excluding thesis marking).  However, where translation work is required, the return of results to the learner may be delayed allowing time for the translation to take place before assessing. If this is the case, the learner will be informed by the College within five (5) working days after the due date of submission.

 Complaints/ Academic Appeals 

11. Any complaint about a decision regarding linguistic proficiency or subject competence made under the provisions above, or appeal of a grade, shall be carried out via appropriate procedures outlined in Otago Polytechnic Ltd Resolution of Learner Complaints Policy and Academic Appeal Process for Learners Policy as published on Otago Polytechnic Ltd Policy Library website, or available directly from the College.

 [1] https://www.tetaurawhiri.govt.nz/assets/Uploads/Corporate-docs/Orthographic-conventions/58e52e80e9/Guidelines-for-Maori-Language-Orthography.pdf