Results Process for Consultancy - OPBD Procedure

Approval Date
30 June 2023
Approved By
Te Kāhui Manukura
Next Review
30 October 2024
Executive Director or delegate

To provide operational procedures that ensure results of assessment of National Qualification Framework (NQF) unit standards associated with the provision of consultancy services are reported to New Zealand Qualification Authority at the Otago Polytechnic Business Division of Te Pūkenga. 

  1. Otago Polytechnic Business Division (OPBD) provides a range of consultancy services which may entail consultancy/workplace assessment arrangements being made of ākonga/learners against NQF unit standards.
  2. These consultancy/workplace arrangements differ from ‘regular’ classes in that the funding is on a fee-for-service basis, as specified in a contract with OPBD and no Equivalent Fulltime Learners (EFTLs) are reported and EFTLs will not be generated by such activities.
  3. No reports are required for the Ministry of Education (MoE).
  4. The fee profile including Student Health, Otago Polytechnic Student Association (OPSA), Learner Services and ID cards for the learner(s)/class will show a zero fee.
  5. Payment of credit fees to NZQA is the responsibility of the Head of College/or equivalent as these will have been included in the consultancy/workplace assessment fees which the College receives.
  6. Start/finish dates can be for longer periods, e.g., 1 January to 31 December in any one (1) year.
  7. Ākonga information entered into the SMS will be limited to that which is required by NZQA for extraction of results, and that which is required by the Academic Registry.
  8. The Head of College/or equivalent is responsible for consultancy/workplace assessment under consultancy arrangement(s).
  9. The College, in consultation with Academic Excellence, identifies that consultancy/workplace assessment meets the conditions in this procedure, and confirms that:

9.1. OPBD holds accreditation for the required unit standards.

9.2. Internal and external moderation requirements will be met.

9.3. Written confirmation on Process Approval Form (Appendix 1) is obtained.

  1. The College completes data to meet Information Systems and Services (ISS) requirements and completes Process Approval Form (Appendix 1).

10.1 This will include the use of a special course code(s) to avoid any reporting to the Ministry of Education e.g., JB100001 - Joe Bloggs workplace assessment/consultancy; and creating subjects - one subject per Framework Unit Standard – e.g., JB501984 - Joe Bloggs workplace assessment/consultancy, Level 5-unit standard, Unit Standard 1984.

  1. The College provides Academic Excellence with the completed Process Approval Form (Appendix 1) which is then processed through the Academic Committee approval processes.
  2. Following final approval from Academic Committee, Academic Excellence will notify the programme of study of the outcome and set up the required courses in SMS.
  3. Enrolling ākonga National Learner Number (NLN) is verified by Academic Registry in the SMS.

13.1 Academic Registry will request ID if the SMS is unable to validate the enrolling learner's National Learner Number (NLN).  

  1. Academic Registry will receive from the College delegated kaimahi the list of ākonga to be enrolled on the ‘Learner Entries for Consultancy Class – NQF Results’ Form.
  2. Ākonga will be registered in the SMS with the minimum data necessary to complete a Registration Event and create a Ākonga ID number from the information provided on the above form.
  3. Ākonga will be enrolled into the applicable course occurrence provided by the College on the above form.
  4. Enrolments will be invoiced to the specific organisation in the SMS charging Unit Standard Fees only.
  5. Notes will be added to each ākonga record on the SMS ‘Consultancy Results Only Enrolment’.
  6. When enrolments are complete, the invoice and a copy of the list will be sent by Academic Registry back to the designated College kaimahi.
  7. The designated College kaimahi will arrange for the College administrator to generate a journal.
  8. Once signed, the Journal is forwarded to the Financial Services for processing.
  9. All those undertaking this form of consultancy/workplace assessment must be registered on the NQF and have a Framework Hook on Number (this will not be an OPBD responsibility).
  10. Following consultancy/workplace assessments, the workplace assessor or delegated College kaimahi reports results according to the Ākonga/Learner Results, Transcripts and Award for Qualifications – OPBD Procedures and completes the required details on the ‘Learner Entries for Consultancy Class – NQF Results Form’.  
  11. Results are recorded on SMS in compliance with required procedures.
  12. Results are entered into SMS in compliance with OPBD required procedures through the Academic Registry to allow for their extraction and transmission to NZQA, and to ensure an audit trail should there be queries from ākonga in later years.

Appendix 1. Standard Operating Procedure Consultancy/Workplace Process Approval Form




Policy Version V5: Previously Coded AP 1005