universal college of learning meeting of council … papers/ucol council papers 25 may 2016...

Universal College of Learning Meeting of Council Agenda Part I

Date: Wednesday 25 May 2016 at 10.15am Venue: Room L-01, Masterton Campus

Procedural Note: 1. Council has the ability to make its ‘own’ procedures and has adopted Model Standing Orders for Meetings of Public Bodies (MP

9204:1993) with Sections 2.24.8, 2.24.9 and 2.24.10 replaced by its own procedure. 2. The Council Chair presides throughout the meeting and at law has the right to cast both a deliberative vote and a casting vote. 3. Council has agreed to shift meeting facilitation to a Committee Chair if the matter is the province of that Committee. 4. Voting at these combined meetings shall be decided by majority of Council members present (who are eligible to vote).

BUSINESS PAPER PAGE RESOLUTION

1. Standing Matters - Apologies Malcolm Inglis, Leonie Hapeta, Pamela Jefferies

Chair (a) Receive

- Disclosures of Interest (Part I) Chair (a) Receive disclosures. (b) Decide if Councillor

remains.

36/16 Confirmation of Minutes Part I of 27 April 2016

Chair 3 (a) Approve

2. Reporting - Chairperson’s Report Chair (a) Receive

37/16 Finance Report Summary – month ended 30 April 2016

CFO 7 (a) Receive

38/16 Academic Report CE 9 (a) Receive

3. Inwards Correspondence

39/16 Minister Steven Joyce (Re: reappointment of P Jefferies as a Council member), dated 26 April 2016

Chair 21 (a) Receive

4. Council Matters - Items for Next Part I Agenda Chair

5. General Business - Items of General Business Chair

6. Standing Matters - Papers available for review

Academic Board Papers from the 10 May 2016 Meeting

Chair

- Supplementary matters for Part II Chair

- Moving into Part II Chair

Next Meeting: 29 June 2016, Room 3.0.02 Palmerston North Campus

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SCHEDULE 2A, SECTION 48 LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

1. The Council Chair recommends that the public be excluded from the following parts of proceedings, namely, agenda items [7] to [14].

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act for the passing of this resolution are as follows:

General subject of each matter to be Considered

Reason for passing this Resolution in relation to each matter

Ground(s) under Section 48(1) for the passing of this Resolution

Standing Matters

Confirmation of Minutes Part II of 27 April 2016

Matters Arising – Part II Action List of 27 April 2016

Result in disclosure of matters that Council had decided it had good reasons for

withholding

For those reasons identified by the Council in its meeting on 30 October 2007

Strategic Discussion

Council Review and Self-Assessment

Enable the institution to carry on without prejudice or disadvantage commercial

activities


Reporting

Chairperson’s Report

Chief Executive’s Report

Interim Finance Report – pe 30 April 2016

Strategic Plan Report


activities

Section 48(1)(a)(ii) of the Local Government Official Information and Meetings Act 1987 and Section 9(2)(i)(h) and (j) of the Official

Information Act 1982

Health and Safety

Implementation Plan for HSWA

Emergency Preparedness at UCOL


activities



Correspondence

Inwards – NZQA & TEC, dated 12 May 2016

Outwards – Rarite Mataki (Nga Kaitiaki o Ngati Kauwhata), dated 27 April 2016

P McElroy, dated 3 May 2016


activities



General Business


activities



Council Matters

Standing Matters


activities



Supplementary Matters

Identify and describe appropriate ground generally under Section 9 of the Official Information Act except Section 9(2)(g)(i)

Section 48(1)(a)(ii) of the Local Government Official Information and Meetings Act 1987

(identify the applicable ground from the Official Information Act Section 9(2) of the Official Information Act 1982) (not being

Section 9(2)(g)(i))

This Resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest(s) protected by Section 6 or Section 7 of that Act or Section 6, Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the relevant part of the proceedings of the meeting in public (give particulars).

The Council Chair moves that the following members of the public remain for Part II being staff of the institution who are not Council members, namely: Leeza Boyce, Ashleigh D’Mellow, Darryl Purdy, Maree Pritchard, Gianetta Lapsley (Item 8) Note: Section 48(4) provides that every resolution to exclude the public shall be out at a time when the meeting is open to the public and the text of that resolution (or copies thereof) shall:

(a) Be available to any member of the public who is present; and (b) Shall form part of the minutes of the local authority.

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Universal College of Learning

Te Pae Matauranga ki Te Ao

Paper 36/16

Universal College of Learning Meeting of Council 27 April 2016

PART I MINUTES Room 3.0.02, Palmerston North Campus

Present: M Inglis (Chairperson), V Atmore, L Hapeta, P Jefferies, T Prebble, B

Vanderkolk In Attendance: A D’Mellow (Council Secretary), L Boyce, D Purdy, M Pritchard ITEM 1: STANDING MATTERS Apologies L Bradnam, L Southey

1/1 IT WAS MOVED (L Hapeta) AND SECONDED (B Vanderkolk) THAT THE APOLOGY BE RECEIVED.

CARRIED Disclosures of Interest (Part I) There were no disclosures of interest received. 22/16 Confirmation of the Part I Minutes of the Council Meeting dated 23 March 2016

1/2 IT WAS MOVED (L Hapeta) AND SECONDED (T Prebble) THAT THE PART I MINUTES DATED 23 MARCH 2016 BE ACCEPTED AS A TRUE AND ACCURATE RECORD.

CARRIED

ITEM 2: REPORTING Chairperson’s Report The Chairperson attended the following events in April: - 6 April 2016 Collaborative Group meeting in Whanganui; - 11 April 2016 Powhiri for the new Whanganui Campus Manager and new Executives; - 20 and 21 April 2016 Institutes of Technology and Polytechnics Chairperson’s meeting; - 14 April 2016 Taumarunui Graduation; - 22 April 2016 Dame Tariana Turia’s biography launch; - 26 April 2016 Whanganui Top 7 cities intelligent cities forum (global network).

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Councillor Atmore attended the Auckland UCOL graduation on 11 April 2016 as the Chairperson’s delegate. Management are to send a report on the Taumarunui graduation to Member of Parliament Mr Ian McKelvie, and invite him to future ceremonies along with Mr Don Cameron (Mayor of the Ruapehu District Council).

1/3 IT WAS MOVED (L Hapeta) AND SECONDED (T Prebble) THAT THE CHAIRPERSON’S REPORT BE RECEIVED.

CARRIED 23/16 Finance Report Summary – month ended 31 March 2016

1/4 IT WAS MOVED (P Jefferies) AND SECONDED (L Hapeta) THAT THE FINANCE REPORT SUMMARY MONTH ENDED 31 MARCH 2016 BE RECEIVED.

CARRIED 24/16 Academic Report

- Separate Iwi, Industry, Schools and Community Strategies will reside under an overarching stakeholder strategy.

- There is consideration to establish an ethics committee with an initial focus on research. Councillor Jefferies is available to consult regarding the Terms of Reference for this committee.

- Management is focusing on ensuring adequate support is provided to UCOL learners studying where, when and how they want.

- Council would like an example of the strategic measures being developed for the Te Atakura initiative, and to be advised of the timing around this initiative.

- A submission has been made to the Horizons Plan regarding the Bus service for students between Palmerston North and Whanganui. Councillor Hapeta is to be advised by Management when they are speaking to the submission.

1/5 IT WAS MOVED (T Prebble) AND SECONDED (P Jefferies) THAT THE ACADEMIC REPORT BE RECEIVED.

CARRIED ITEM 3: COUNCIL MATTERS Items for Next Agenda There were no items for the next agenda. ITEM 4: GENERAL BUSINESS Management are to develop an executive summary Health and Safety report for Part I, with the frequency to be determined. Graphics which are difficult to read on the iPad are to be provided in printed form at the Council meetings.

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ITEM 5: STANDING MATTERS Papers Available for Review: Academic Board Papers available for review. Supplementary Matters for Part II There were no supplementary matters for Part II. Moving into Part II

1/6 IT WAS MOVED (M Inglis) AND SECONDED (B Vanderkolk) THAT THE MEETING MOVE INTO PART II AS PER THE ATTACHED SCHEDULE OUTLINING THE REASON FOR EACH AGENDA ITEM.

CARRIED Signed: Date:

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SCHEDULE 2A, SECTION 48 LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987 1. The Council Chair recommends that the public be excluded from the following parts of proceedings, namely, agenda items [6] to

[13].

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act for the passing of this resolution are as follows:

General subject of each matter to be Considered

Reason for passing this Resolution in relation to each matter

Ground(s) under Section 48(1) for the passing of this Resolution

Standing Matters

Confirmation of Minutes Part II of 23 March 2016

Matters Arising – Part II action List as of 23 March 2016

Result in disclosure of matters that Council had decided it had good reasons for

withholding


Strategic Discussion

Iwi engagement Policy


activities



Reporting

Chairperson’s Report

Chief Executive’s Report

Quarterly Finance Report – pe 31 March 2016

Educational Performance Update 2015

Quarterly Risk Report - pe 31 March 2016


activities



Health and Safety

Implementation Plan for HSWA Report

Annual Health & Safety Report


activities



Correspondence

Inwards – A Cointreau, LCB International BV Ltd (Re: LCB), dated 14 April 2016

Outwards – M Archibald, Whanganui and Partners (Re: Intelligent Community Forum), dated 18 April 2016


activities



General Business


activities



Council Matters

Standing Matters


activities



Supplementary Matters

Identify and describe appropriate ground generally under Section 9 of the Official Information Act except Section 9(2)(g)(i)

Section 48(1)(a)(ii) of the Local Government Official Information and Meetings Act 1987

(identify the applicable ground from the Official Information Act Section 9(2) of the Official Information Act 1982) (not being

Section 9(2)(g)(i))

This Resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest(s) protected by Section 6 or Section 7 of that Act or Section 6, Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the relevant part of the proceedings of the meeting in public (give particulars). The Council Chair moves that the following members of the public remain for Part II being staff of the institution who are not Council members, namely Leeza Boyce, Ashleigh D’Mellow, Darryl Purdy, Arthur Chin, Jerry Shearman, Teina Mataira (Item 7 – Strategic Discussion), Maree Pritchard.

Note: Section 48(4) provides that every resolution to exclude the public shall be out at a time when the meeting is open to the public and the text of that resolution (or copies thereof) shall:

(a) Be available to any member of the public who is present; and (b) Shall form part of the minutes of the local authority.

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Part I Finance Report Summary – month ended 30 April 2016

1.0 Finance

April 20162016 Year to

Date Actual

2016 Year to

Date BudgetVariance

Note $000 $000 $000

Revenue 1 $39,926 $40,550 ($624)

Expenditure 2 $16,232 $16,418 $186

Net surplus 3 $23,694 $24,132 ($438)

Capital Expenditure 4 $168 $1,601 $1,433

Working capital 5 250% 268% (17%)

Cash In/Cash Out 6 138% 115% 23%

Current Monetary Assets (000's) 6 $11,415 $8,185 $3,230

Debt/ Equity Ratio 4.4% 4.4% 0.1%

Notes:

1. Revenue is behind budget due to the timing and mix of enrolments.

2. Expenditure is better than budget due to savings on projects.

3. Net Surplus is behind budget due to the timing and mix of enrolments.

4. CAPEX is behind budget due to timing of capital projects.

5. Higher creditors has led to a lower working capital position.

6. The timing of payments and capital expenditure has led to a higher level

of cash than anticipated.

Summarised Finance Report for the Period Ended 30 April 2016

The following table provides an overview of UCOLs' 2016 financial performance to

date and compares this against budget.

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2.0 Recommendation It is recommended that Council:

1. Receives the Finance Report Summary for the month ended 30 April 2016. Leeza Boyce Chief Executive

Date: 19 May 2016

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Universal College of Learning Te Pae Matauranga ki Te Ao

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Part I Academic Report

25 May 2016

1.0 Executive Summary This report will focus on key strategic story areas such as; moving UCOL to a preferred provider, highlighting student success and strategies towards this aim, key stakeholder collaborations, and our pathway to becoming a high performing institution. The report will also include a performance snap shot of the Faculties (at the higher levels) for a particular point in time. This report will change depending on the time of the year and the focus at that time. Early in the year the focus will be on applications, enrolments, and conversion against year-end targets (in comparison to performance which has previously been reported to Council at this time of the year). A new section of the report has been included on attendance and progress.

2.0 Academic Board This Academic Report refers to the 12 April 2016 Academic Board meeting (Ref: Appendix I). 2.1 UCOL Partners The revised Memorandum of Agreement (MoA) for the Delivery of Teaching and Learning template for sub-contracting partners is being implemented as these agreements become due for review. This ensures UCOL’s legislative commitments are met and greater attention is paid to the operational conditions of programmes of study (e.g. approved regulations and curriculum).

2.2 Policy Reviews UCOL is undergoing a review of all Academic Policies. All policies reviewed and approved by Academic Board this year are listed below and those approved in April are noted in italics:

Academic Results Storage Policy

Admission and Enrolment Policy

International Articulation Policy

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Off-Campus Site Inspection and Approval Policy

Student Work Experience and Off-Campus Learning Policy

Assessment and Moderation Policy

Issue of Awards Policy

Use of People as Teaching Resources Policy

Monitoring and Review of Programmes (Level 7 and above) Policy

Literacy and Numeracy Requirements for Students Policy

Adult Teaching Qualification Requirements for Staff Policy

Development of New Programmes Policy

Student Fee Refund Policy

2.3 Quality The Educational Quality Sub-Committee has oversight of continuing progress in academic quality improvement work streams, and institutional compliance requirements requiring a priority focus. The following was noted in April:

Tōku Reo – My Voice, the student survey of initial programme experience for the academic year was open throughout April and extended into May for a greater number of responses. Replacing the First Impressions Survey and six week programme evaluation survey Tōku Reo is being facilitated externally and is an online survey. The draft report will be available by the end of May.

2016 year to date progress with student completion (by programme and student numbers) of the Adult Literacy and Numeracy Assessment Tool was reported and discussed. These reports are provided regularly to each Faculty with attention drawn to interventions required to ensure participation. It was noted that the Faculty of Trades and Technology had met the minimum average of 90% participation in the Initial Assessment for 2016, with the remaining Faculties close in the high 70 percentages / low 80 percentages.

The UCOL Māori Strategy (2016) redevelopment was led by the Director Māori with external facilitation during April. The draft strategy will be consulted over during May and June.

The Te Atakura initiative is progressing well and new strategic measures have been drafted with the assistance of an external facilitator. These will be provided to Council at the June meeting.

2.4 Internal Evaluation and Review (IER) Scheduling of UCOL staff and students was finalised in April, and confirmation of the four evaluators received from Arahanga Associates. The non-programme focus areas are: Faculty Boards of Educational Improvement (which replaced Faculty Boards of Study mid-2015); and Stakeholder and Industry Engagement – and how effective the enhancements made by UCOL have been in both activities since the 2015 IER. The outcomes of the 2016 IER are being presented to the Council at the June meeting.

2.5 Academic Approvals Committee Twelve programmes of study have been agreed to be shared with / acquired by UCOL by other Institutes of Technology and Polytechnics (ITP’s), both Tertiary Accord of New Zealand and non-Tertiary Accord of New Zealand, in Levels 1 to 6 of the New Zealand Qualification Framework for New Zealand qualifications. This enables UCOL

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to seek New Zealand Qualification Authority (NZQA) accreditation to deliver the other ITP’s programme of study. The Memoranda of Agreement are being finalised in early May and will be considered for internal approval prior to being submitted to NZQA in late May.

3.0 Faculty Board of Educational Improvement (FBEI) Meetings This report aligns with the four pillars of the UCOL Strategic Story 2015-2018.

3.1 Individuals choose UCOL as their preferred provider of learning Interest in our second semester programmes as part of the new offerings are starting to generate Equivalent Full Time Students (EFTS) and applications. We have an overall target of 117.7 EFTS in the 11 target programmes, and these are currently sitting at 10 EFTS (9% of target). Marketing activities are being undertaken to promote fee rebates for early enrolment from 16 May to 3 June 2016, and we expect to see an increase in activity at this time. Faculties are capturing stakeholder outcomes for graduate destinations and stakeholders will be captured centrally once the Customer Relationship Management (CRM) system is in place.

3.2 Our student succeed Faculty staff attended the Certificate in Carpentry (Level 4) Graduation in Taumarunui which impressed the value of programme outcomes for student, whanau, and the wider community. These students are likely to get work in their community, or often in Christchurch. Engineering students at UCOL will now hold an internationally recognised qualification, as the NZ Diploma in Engineering Level 6 has been awarded Dublin Accord status by the Institution of Professional Engineers New Zealand (IPENZ). This gives our students an internationally recognised benchmark outcome which will positively impact their employability.

3.3 We collaborate with key stakeholders Over the past month staff have been actively engaging with key stakeholders in the region including the District Health Board (DHB) and clinical groups. A video conference was held with Auckland University of Technology to discuss partnership for research and possibly a pathway programme in the Whanganui region. Trades have been meeting with Industry Training Organisations around new product development and extension. Further meetings have been held with Manukau Institute of Technology and Unitec around collaborative Programme Development. Meetings with NZIHT (Highway Technologies Industry Training Organisations) and Taratahi were also held to discuss collaborative opportunities. Meetings have also been had with Ara Institute of Canterbury around Centre for Assessment of Prior Learning, programme sharing, international, and Health & Safety - particularly in the Trades area. A meeting with the Director of Nursing at the District Health Board discussed clinical placements, sustainability, and a workshop including UCOL and Massey University is scheduled for June. 3.4 We are a high performing tertiary education institute Lukas Dreyer from Health & Science has had a paper published in a peer reviewed international journal related to the U-Kinetics Clinic around muscular strength in

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respiratory patients. The UCOL Power Hour this month was a presentation from a staff member around rural indigenous communities in Australia to a good number of staff and stakeholders. Staff from the local District Health Board attended and are keen to become involved in our research activities which we are delighted to accommodate. Professor Andy Junker arrived from Germany last month and will be based at the Palmerston North campus for three months as a guest of the Faculty of Humanities and Business. UCOL also hosted a visit from Minister of Education, Hon Hekia Parata to UCOL in late April, to discuss the excellent student outcomes of the U-Skills trades academy for high school students. U-Kinetics underwent an audit process by the Technical Advisory Service (TAS) over two days in early May 2016. This audit was related to delivery of services to the District Health Board by U-Kinetics. Verbal feedback was provided with the draft report due in 2 weeks. The verbal feedback was majorly positive with Service Delivery aspect highly rated and no actionable findings identified. The Quality aspect (documents, Quality Management System, etc.) was again reported very favourably, but with a Māori Health Plan as an action likely to be recommended. The auditors passed on their congratulations to the team.

4.0 Recommendation

It is recommended that Council

1. Receives the Academic Report.

Leeza Boyce Chief Executive

Date: 19 May 2015

i) Appendix Appendix I - Academic Board Meeting 12 April 2016 approved Minutes

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APPENDIX I



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Academic Board Meeting 12 April 2016

MINUTES Room 3-0-02, Palmerston North Campus

Present: Leeza Boyce, Chief Executive (Chair); Gianetta Lapsley, Executive

Director Quality; Paul Fenton, Executive Director Student Success; Jerry Shearman, Executive Director Education and Applied Research; Jane Barton, Director, Academic Development; Dean Rankin Executive Dean, Faculty of Humanities and Business and Chair Research Committee; Penny O’Leary, Executive Dean Faculty of Health Science; Nicky van der Bergh, Executive Dean Faculty of Trades and Technology; Save Seruvatu, Acting Associate Dean Humanities and Business; Jen Trow, Associate Dean, Faculty of Trades and Technology; Angela Hewitt, Campus Manager, Wairarapa; Teina Mataira, Director, Māori Education; Russell Smith, Student Representative/AS@U President.

In Attendance: Lisa Harris-Powell, Academic Advisor; Helen Gilmour-Jones,

Academic Advisor and Jannine Lacey, Personal Assistant to Director, Academic Development (Minute Taker).

Guests: Carol Christison, Executive Manager Corporate (to discuss Papers

08/16 and 09/16). ITEM 1: STANDING MATTERS Apologies Apologies received from Katrina Langdon, Associate Dean (Creative) and Terry Grant, Academic Advisor were accepted by the Chair. 01/16 Confirmation of the Minutes of the Academic Board Meeting dated 8 March 2016 Item 5.3 Adult Teaching Qualification Requirements for Staff Policy bullet point two to be amended to read “ • In the Trades Academy there is no requirement for teaching staff to undergo NCALNE”.

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APPENDIX I



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IT WAS MOVED (Jen Trow, Associate Dean, Faculty of Trades and Technology) AND SECONDED (Nicky van der Bergh, Executive Dean Faculty of Trades and Technology) THAT FOLLOWING AMENDMENT THE MINUTES DATED 8 March 2016 BE ACCEPTED AS A TRUE AND ACCURATE RECORD.

CARRIED

Matters Arising 02/16 Action Registers from Academic Board, Student Satisfaction Survey 2014, Student Satisfaction Survey 2015 and UCOL Partner (Sub-Contractors) Self Assessment 2014 as of March 2016 The action register was received. A note was made by the Chair that actions need to have both a Status and a due date for the action to be completed.

IT WAS MOVED (Jen Trow, Associate Dean, Faculty of Trades and Technology) AND SECONDED (Paul Fenton, Executive Director Student Success) THAT THE (Action Registers from Academic Board, Student Satisfaction Survey 2014, Student Satisfaction Survey 2015 and UCOL Partner (Sub-Contractors) Self Assessment 2014 as of March 2016) BE RECEIVED.

CARRIED 03/16 Action Register for the Academic Approvals Committee as of March 2016 The action register was received. It was noted that additional members to be invited to attend the Quality Assurance for Adult Community Education (ACE) Programme are as follows:

Dean Rankin, Executive Dean, Humanities and Business – To lead this meeting

Ensure that there is representation from all three faculties.

Executive Director, Quality

Executive Director, Education and Applied Research

Campus Manager

IT WAS MOVED (Gianetta Lapsley, Executive Director Quality) AND SECONDED (Save Seruvatu, Acting Associate Dean Humanities and Business) THAT THE (Action Register for the Academic Approvals Committee as of March 2016) BE RECIEVED.

CARRIED 04/16 Action Register for the Degree Monitoring Committee as of December 2015 The action register was received. Discussion was had as to the effectiveness and role of the Degree Monitoring Committee. Jerry Shearman, Executive Director, Education and Applied Research and Gianetta Lapsley, Executive Director, Quality to meet to discuss the Terms of Reference of the Degree Monitoring Committee. The Academic Statute is currently being revised and will become the main agenda item for the Academic Board Meeting in June.

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APPENDIX I



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IT WAS MOVED (Angela Hewitt, Campus Manager, Wairarapa) AND SECONDED (Jerry Shearman, Executive Director Education and Applied Research) THAT THE (Action Register for the Degree Monitoring Committee as of December 2015) BE RECEIVED.

CARRIED 05/16 Action Register for the Research Committee as of March 2016 The action register was received. It was noted that there needed to be a more effective way of informing the students around ethical guidelines when using other students in their research. The Chair to discuss the possibility of providing professional development to staff with either Stuart Morris or Steve Maharey from Massey. Jerry Shearman, Executive Director, Education and Applied Research to construct an email for the Chair to forward for this purpose.

IT WAS MOVED (Jerry Shearman, Executive Director Education and Applied Research) AND SECONDED (Jen Trow, Associate Dean, Faculty of Trades and Technology) THAT THE (Action Register for the Research Committee as of March 2016) BE RECIEVED.

CARRIED ITEM 2: DECISIONS Carol Christison joined the meeting at this point so Papers 08/16 and 09/16 were discussed out of sequence. 08/16 Child Protection Guidelines and Procedures (Staff and Contractors) 09/16 Child Protection Policy (Staff and Contractors) This procedure and policy is still in very draft format and is not at the point yet where this can be approved at this meeting. Once these are in a final format and following legal advice they will be returned to Academic Board for approval. General discussion as follows:

The possibility of provisionally employing people before safety checking has been completed is not possible. Checks must be completed prior to employment and staff services are working on how these checks can be completed efficiently, such as paying an additional fee to process the Police Checks within 5 days. https://cvcheck.com/police-checks/new-zealand/nz-national-police-

traffic?gclid=COmkvqjYh8wCFVgkvQodd-gA3w Every existing core worker is required to undergo appropriate checks by 2018

Staff Services have been using WinTec as a source of information and for comparison.

Nicky van der Bergh, Executive Dean, Trades and Technology would like to be involved in the development of the Policy and Guidelines as this has a marked effect on his faculty. Jerry Shearman, Executive Director, Education and Applied Research to contact the head of the Trades Department at CPIT to see how they are incorporating the Vulnerable

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https://cvcheck.com/police-checks/new-zealand/nz-national-police-traffic?gclid=COmkvqjYh8wCFVgkvQodd-gA3w

https://cvcheck.com/police-checks/new-zealand/nz-national-police-traffic?gclid=COmkvqjYh8wCFVgkvQodd-gA3w

APPENDIX I



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Children’s Act 2014 and what processes they are using. 06/16 Academic Results Storage Policy

The issue of how long we are required to store moderation examples will be included in Assessment and Moderation Policy.

The Chair requested that the responsibility for all policies be set at Executive Director level and any reviews of these policies to have been through the Executive Director for that area before being presented to Leeza for final sign off.

All policies are stored on SharePoint.

Executive Director, Quality is working with IT to determine how SharePoint could be effectively used to ensure that the quality assurance process is followed by all departments for all policy reviews.

The Official Documents Policy and the Development of Policy and Related Documents Procedure will be reviewed.

Executive Director, Quality will take responsibility for the Academic Results Storage Policy.

IT WAS MOVED (Jen Trow, Associate Dean, Faculty of Trades and Technology AND SECONDED (Jane Barton, Director, Academic Development) THAT FOLLOWING AMENDMENT TO RESPONSIBILITY THE (Academic Results Storage Policy) BE APPROVED.

CARRIED 07/16 Admission and Enrolment Policy A statement to be added to this policy to include students that undertake accelerated learning and UCOL’s responsibility to inform Study Link if this situation occurs. Concerns were heard around the conversion from recruitment through to admission and enrolment where there is a step missing about keeping students fully informed of programme requirements. An amendment to be made to ‘Policy Statements. 1.’ to state that prospective students should be fully informed about all costs before enrolment stage. Currently UCOL do not have a recruitment policy and one is to be developed. It must include information on the offering of incentives to students, and ensure full disclosure of fees and other course costs. Arthur Chin, Executive Director, Business Development to develop this policy. Also an amendment to ‘Policy Statements, 15.’ The wording ‘UCOL has agreed to observe and be bound…’ be changed to read ‘As a signatory UCOL is bound...’

IT WAS MOVED (Nicky van der Bergh, Executive Dean Faculty of Trades and Technology) AND SECONDED (Save Seruvatu, Acting Associate Dean Humanities and Business) THAT FOLLOWING AMENDMENT THE (Admission and Enrolment Policy) BE APPROVED

CARRIED

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10/16 International Articulation Policy Purpose reference of ‘Wikipedia, 2010’ to be removed. In the ‘Policy Statement, paragraph 6’ the wording to be changed to read ‘In developing the International Academic Articulation Agreement, the Executive Director, Business Development in consultation with the applicable UCOL Executive Dean will ….’ In the ‘Policy Statement, 5.’ The delegation of this to include the Executive Director, Quality and/or Executive Director, Business Development.’

IT WAS MOVED (Jerry Shearman, Executive Director Education and Applied Research) AND SECONDED (Dean Rankin Executive Dean, Faculty of Humanities and Business and Chair Research Committee) THAT FOLLOWING AMENDMENT THE (International Articulation Policy) BE APPROVED

CARRIED 11/16 Off-Campus Site Inspection and Approval Policy This policy was presented at the previous Academic Board meeting and is now being presented again following amendments for approval. As this policy also relates to sub-contractors they should also be included in this policy. The responsibility for this policy to be changed to Executive Director, Quality.

IT WAS MOVED (Penny O’Leary, Executive Dean Faculty of Health Science) AND SECONDED (Jen Trow, Associate Dean, Faculty of Trades and Technology) THAT FOLLOWING AMENDMENT THE (Off-Campus Site Inspection and Approval Policy) BE APPROVED

CARRIED 12/16 Postgraduate Education Funding Support Policy In ‘Purpose’ the wording to be changed to read ‘Lecturers teaching at UCOL are expected to have …’ Before this policy can be approved all relevant policies regarding the professional development of staff are to be tabled at the next Academic Board meeting. 13/16 Stakeholder Engagement Policy This paper was withdrawn.

14/16 Student Engagement Policy This draft policy is to replace the Student First Impressions, Satisfaction Survey and the Student Evaluation of Programmes Policies. This draft requires feedback from AS@U and Student Advisory group. Paul Fenton, Executive Director Student Success and Helen Gilmour-Jones, Advisor to meet to discuss

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further and to bring back to Academic Board at the next meeting. 15/16 Students Complaints Policy Following further consultation with Andrea Craven, Lawyer the following changes have been recommended:

Insertion of the word ‘generally’ into clause 6 to read ‘…i.e. generally the right to know who has …’

Clause 10 – needs to be explained

Clause 11 – The appeal process should not be in another document. Although these changes have been recommended it is noted that Andrea Craven, Lawyer is used to having documents that encompass both policy, procedure and guidelines in one where as UCOL will have a supporting procedure document. It will be up to UCOL to decide whether these should be combined. Change to be made to Clause 10 to read ‘… if requested by the Executive Dean, by the Executive

Director Quality or Executive Director, Education and Applied Research.’

Penny O’Leary, Executive Dean, Health Science left the meeting at this point (12.00noon). Discussion was had regarding Academic and Non-Academic Student complaints and how students would distinguish the difference between the two and where to reference this information. Jerry Shearman, Executive Director, Education and Applied Research to obtain similar policies from CPIT for comparison. This policy to be reviewed once this information has been received and brought back to Academic Board for the May meeting. 16/16 Student Work Experience and Off-Campus Learning Policy This draft policy combines the Off-site Practical Work-based or Clinical Components and Student Learning Off-Campus Policies. There are a significant number of different terms used to describe off-campus learning within UCOL. Academic Advisors will be mindful when assisting with curriculums to make alterations where appropriate.

IT WAS MOVED (Jerry Shearman, Executive Director Education and Applied Research) AND SECONDED (Save Seruvatu, Acting Associate Dean Humanities and Business) THAT THE (Student Work Experience and Off-Campus Learning Policy) BE APPROVED

CARRIED ITEM 3: DISCUSSION PAPERS 17/16 Te Waka Hourua and Academic Board at UCOL Teina Mataira, Director, Māori presented a draft paper around increasing Māori capacity in Academic Board matters.

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It was suggested that having an input at curriculum development level would be more effective than in the final stages of programme development. A meeting is to be arranged between Director Māori, Executive Director, Quality, Executive Director, Education and Applied Research and Executive Deans from all faculties to discuss how to bring an initiative into place which will address Kaupapa Māori and Mātauranga Māori at the programme design stage.

IT WAS MOVED (Angela Hewitt, Campus Manager, Wairarapa) AND SECONDED (Nicky van der Bergh, Executive Dean Faculty of Trades and Technology) THAT THE (Te Waka Hourua and Academic Board at UCOL) BE RECEIVED.

CARRIED 18/16 UCOL Research and Knowledge Transfer Strategy 2016-2018 This paper was presented for information only and following further development will be presented again at the May meeting of Academic Board. ITEM 4: Reporting 19/16 FBEI Humanities and Business Report 25 February 2016 20/16 FBEI Trades and Technology report 26 February 2016 Paul Fenton, Executive Director, Student Success is to be invited to attend the Faculty Board of Educational Improvement (FBEI) Meetings.

IT WAS MOVED (Jen Trow, Associate Dean, Faculty of Trades and Technology) AND SECONDED (Jerry Shearman, Executive Director Education and Applied Research) THAT THE (FBEI Humanities and Business Report 25 February 2016 and the FBEI Trades and Technology report 26 February 2016) BE RECEIVED.

CARRIED

ITEM 5: INFORMATION PAPERS 21/16 Programmes Selected for IER – 9 May 2016 The Programme Selected for IER 9 May 2016 was received. 22/16 Moodle Summary This was presented for information only and will be returned to the Teaching and Learning Committee to be resolved and support any changes required. ITEM 6: CORRESPONDENCE 23/16 Email response to NZQA Moderation 2015 The Email response to NZQA Moderation 2015 was received.

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ITEM 7: GENERAL BUSINESS There were no items of General Business.

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