Results Process for Consultancy

Approval Date
30 October 2022
Approved By
Chief Executive
Next Review
30 October 2024
Deputy Chief Executive: Academic Delivery

To ensure that the results of assessment of National Qualifications Framework (NQF) unit standards made during the provision of consultancy services are reported to New Zealand Qualifications Authority (NZQA).

 Otago Polytechnic Limited (Ltd) provides a range of consultancy services which may entail assessments being made of workers against NQF unit standards. These arrangements differ from ‘regular’ classes in that the funding is on a fee-for-service basis, as specified in a contract with Otago Polytechnic Ltd and no Equivalent Fulltime Student (EFTS) are reported.

  1. EFTS will not be generated by such activities.
  2. The fee profile including student health, student association, learner services and ID cards for the learner(s)/class will show a zero fee.
  3. Payment of credit fees to NZQA is the responsibility of the Head of College as these will have been included in the consultancy/workplace assessment fees which the College receives.
  4. Start/finish dates can be for longer periods, e.g., 1 January to 31 December in any one (1) year.
  5. No reports are required for the Ministry of Education (MoE).
  6. Results are entered into Student Management System (SMS) to allow for their extraction and transmission to NZQA, and to provide an audit trail should there be queries from learners in later years.
  7. The learner information entered into 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. All those undertaking this form of assessment must be registered on the NQF and have a Framework Hook on Number (this will not be an Otago Polytechnic Ltd responsibility).
  9. Results must be sent to NZQA following the Otago Polytechnic Ltd reporting of results process, through Academic Registry.

SOP - Results Process for Consultancy - attached below

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



Results Process for Consultancy Standard Operating Procedure

In conjunction with policy Results Process for Consultancy Policy the following procedures should be followed.


  1. The Head of College is responsible for workplace assessment under consultancy arrangement(s).
  2. The College, in consultation with Academic Excellence, identifies that consultancy/workplace assessment meets the conditions in the policy, and to confirm that:

2.1.         Otago Polytechnic Limited holds accreditation for the required unit standards,

2.2.         Ensure internal and external moderation requirements are met, and

2.3.         To obtain written confirmation on Process Approval Form (copy attached).

  1. The College completes data to meet information services requirements.

3.1.         This will include the use of a special course code(s) to avoid any reporting to 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. Written confirmation from Information Systems and Services (ISS) must be on the Process Approval Form ( refer to Appendix 1).

3.2.         The College provides Academic Excellence with the completed Process Approval Form (Appendix 1) which is then processed through the Academic Committee approval processes.

3.3.         Following final approval from Academic Committee, Academic Excellence will notify the programme of study of the outcome and set up the required courses  in Student Management System (SMS).

3.4.         Following assessments, workplace assessor or delegated College staff reports results according to the Learner Results, Transcripts and Award for Qualifications policy completes required details on the Learner Entries for Consultancy Class – NQF Results Form.   Results are recorded on SMS in compliance with required procedures.

  1. Results are extracted and sent to NZQA in compliance with required procedures.

Process for Enrolling Learners

  1. Enrolling learners National Learner Number (NLN) is verified in the SMS, Academic Registry will request ID if the SMS is unable to validate the enrolling learners NLN.  
  2. Registry will receive from the College delegated staff member the list of learners to be enrolled on the ‘Learner Entries for Consultancy Class – NQF Results’ Form.
  3. Learners will be registered in the SMS with the minimum data necessary to complete a Registration Event and create a Learner ID number from the information provided on the above form.
  4. Learners will be enrolled into the applicable course occurrence provided by the College on the above form.
  5. Enrolments will be invoiced to the specific organisation in the SMS charging Unit Standard Fees only.
  6. Notes will be added to each Learner’s record on the SMS ‘Consultancy Results Only Enrolment.
  7. When enrolments are complete, the invoice and a copy of the list will be sent by Academic Registry back to the designated College staff member.
  8. The designated College staff member will arrange for the College administrator to generate a journal. Once signed, the Journal is forwarded to the Financial Services for processing.
  9. Results are entered in the SMS according to the Learner Results, Transcripts and Awards and Qualifications policy to enable Academic Registry to extract and report the results to NZQA.

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


Approved by

Approved by:

Dr Megan Gibbons

Chief Executive

30 October 2022


megan gibbons signature



Version V4: Previously Coded AP 1005