Part 4, Section 2F and 5.1 of Te Kawa Maiorooro | Educational Regulatory Framework (TKM).
The relevant Otago Polytechnic policies, procedures and guidelines and the New Zealand Institute of Skills and Technology (NZIST) policies, procedures and guidelines as per the Otago Polytechnic Transitioning (Grandparenting) From NZIST Policy.
To provide operational procedures that support ākonga nō tāwāhi/international learner attendance and attainment processes at Otago Polytechnic in accordance with the Education (Pastoral Care of Tertiary and International Learners) Code of Practice 2021 (The Code).
Education (Pastoral Care of Tertiary and International Learners) Code of Practice 2021
Immigration New Zealand (INZ) Requirements (extract):
Where a learner ceases to attend or complete their programme of study before the programme is completed a signatory to the Code is required to advise INZ immediately, using their electronic notification form.
Notification is undertaken by completing the electronic notification form on the INZ website ONLY in cases where the institution has terminated the learner's enrolment.
When an institution notifies a termination of enrolment, INZ will undertake an investigation – this MAY result in a permit being revoked.
Delegation of Procedures
Te Kaihāpai or delegate
Heads of College/or delegate
Ākonga nō tāwāhi Learning Advisor/s.
1. Ākonga nō tāwāhi are required to attend 100% of scheduled class time. Unless there is a good reason such as illness, failure to meet this requirement may result in the ākonga nō tāwāhi enrolment with Otago Polytechnic being terminated and Immigration New Zealand (INZ) notified.
1.1. The Academic Registry Team Leader has delegated authority to complete the electronic notification of ākonga nō tāwāhi termination to INZ immediately after termination.
2. At the commencement of each course/programme, Heads of College are responsible for ensuring ākonga nō tāwāhi are advised in writing of the requirement for 100% academic attendance and the required attainment levels.
3. Ākonga nō tāwāhi may be refused further enrolment - refer to TKM Section 2.30(6).
4. For ākonga nō tāwāhi unsatisfactory academic attendance and/or attainment (progress) -refer to TKM Provider Based learning for ākonga nō tāwāhi, Section 2F.
5. The Head of College/Head of School/or equivalent will manage unsatisfactory academic attendance and progress of ākonga nō tāwāhi with guidance from the Te Kaihāpai/or equivalent.
6. If ākonga nō tāwāhi attendance or progress is not satisfactory, the Head of College/Head of School or delegate must have a meeting with ākonga nō tāwāhi.
7. Depending on the circumstances, a first written notification letter is issued reminding ākonga nō tāwāhi of their obligations with Otago Polytechnic (refer to Appendix A).
8. If after fourteen (14) working days ākonga nō tāwāhi attendance is still below the acceptable level, a second letter of notification (refer to Appendix B) is activated requesting ākonga nō tāwāhi to meet with Te Kaihāpai, Head of College or delegate and the Ākonga nō tāwāhi Learner Advisor, within a short period of time, usually five (5) working days.
8.1 Where ākonga nō tāwāhi with a history of poor academic attendance or progress returns to study after a semester break or beginning of an academic year, it is recommended ākonga nō tāwāhi enters into a signed agreement prior to class commencement (refer to Appendix C.).
9. At this point, either ākonga nō tāwāhi enters into a signed agreement (refer to Appendix C), or Te Kaihāpai/or equivalent may decide to recommend that the College commence proceedings to terminate ākonga nō tāwāhi enrolment. This would usually be the case if ākonga nō tāwāhi does not attend the requested meeting.
10. Scanned copies of letters are required to be attached to ākonga nō tāwāhi notes in the Student Management System (SMS).
11. If ākonga nō tāwāhi do not comply with the signed agreement, there will be a final meeting to investigate the situation before instigating the termination of ākonga nō tāwāhi enrolment.
12. College kaimahi and the respective programmes of study kaiako are required to be proactive at the first signs of poor attendance, assessment not submitted on time, or a poor progress become evident.
13. A College kaiako and professional kaimahi from appropriate support services should be responsible for ākonga nō tāwāhi and kaiako must make every effort to resolve academic attendance and progress situations and ensure the necessary support is provided.
14. College kaimahi must advise Ākonga nō tāwāhi Learning Advisor of any situation affecting ākonga nō tāwāhi academic attendance and/or progress. The Ākonga nō tāwāhi Learning Advisor will communicate with ākonga nō tāwāhi.
15. A regular reporting process between the College kaimahi to Ākonga nō tāwāhi Learning Advisor should be implemented until the pattern or situation is resolved with ākonga nō tāwāhi.
16. Kaimahi working with ākonga nō tāwāhi are required to be proactive and work together to ensure they support and assist with these issues rather than have their enrolment terminated.
17. Where all efforts for improvement of ākonga nō tāwāhi attendance and progress have been exhausted termination of enrolment procedures may commence upon the decision of the Te Kaihāpai/or equivalent (refer to Ākonga/Learner Discipline Policy
18. A withdrawal form is completed with the Head of College/Head of School/or delegate, Academic Registry and INZ notified.
19. There is no refund of fees when ākonga nō tāwāhi enrolment is terminated.
International Learner Attainment and Attendance SOP
Purpose
Under the Education (Pastoral Care of Tertiary and International Learners) Code of Practice 2022, Otago Polytechnic Limited must have processes in place to ensure that all international learners (hereinafter called the “learner”) are maintaining their programme requirements and to follow up in the event that a learner ceases attendance before programme completion.
Immigration New Zealand requires all learners with a student visa to be bona fide learners and behave in a manner appropriate to genuine learners.
Immigration New Zealand implemented key changes in July 2011 requiring learners to attend their courses at all times in line with the attendance requirement outlined in clause 1 below unless they have genuine reasons for their absence.
Procedure
Delegation of Procedures
• Te Kaihāpai
• Heads of College/Department (HoC/Heads of School (HoS)) (or delegate)
• International Learner Advisor/s I
In relation to policy International Ākonga nō tāwāhi/International Learner Attainment and Attendance policy the following procedures should be followed.
Learner and Academic Responsibilities for Unsatisfactory Progress
1. If a learner's attendance or attainment level is not satisfactory, the HoC/HoS (or delegate) must have a meeting with the learner.
2. Depending on the circumstances, a first written notification letter is issued reminding the learner of their obligations with the Polytechnic (Appendix A).
3. If after fourteen (14) working days the learner’s attendance is still below the acceptable level, a second letter of notification (Appendix B) is activated requesting the learner meet with the Te Kaihāpai, HoC/Department or delegate and the International Learner Advisor, within a short period of time, usually five (5) working days.
4. At this point, either the learner enters into a signed agreement (Appendix C), or Te Kaihāpai may decide to recommend that the College/Department commence proceedings to terminate the learner’s enrolment. This would usually be the case if the learner does not attend the requested meeting.
5. Scanned copies of letters are required to be attached to the learner notes in the Learner Management System (SMS).
6. If the learner does not comply with the signed agreement, there will be a final meeting to investigate the situation before instigating the termination of the learner’s enrolment.
7. Colleges/Departments and their respective programmes are required to be proactive at the first signs of poor attendance, assessments not handed in on time, or a poor level of attainment becomes evident. A College/Department academic staff member responsible or programme equivalent for the international learner and/or professional staff from appropriate support services may be consulted and academic staff must make every effort to resolve the situation and ensure the necessary support is provided.
8.. Colleges/Departments must advise the International Learner Advisor of any situation affecting a learner’s attendance and/or attainment. The International Learner Advisor will communicate with the learner.
9. A regular reporting process to the International Learner Advisor should be implemented until the pattern or situation is resolved.
10. Where a learner with a history of poor attendance or attainment returns to study after a semester break or beginning of an academic year, it is recommended the learner enters into a signed agreement prior to class commencement. (Appendix C attached.)
11. Staff working with learners are required to be proactive and work together to ensure they support and assist with these issues rather than have enrolments terminated.
Refer to Appendices below
Policies
Ākonga/Learner Discipline Policy
Programme Entry, Continuation and Exclusion Policy
Withdrawal, Transfer, Cancellation and Refund Policy
Other References
Programme Handbook Information
Terms and Conditions for Learners (inclusive of Ākonga nō tāwāhi)
Ākonga nō tāwāhi Arrival Guide
Approved
Dr Megan Pōtiki
Executive Director
12/12/24
Version 10, Previously AP0710