The planning process for EERs begins with scoping, which determines which aspects of a TEO’s performance will be given primary attention during the EER.
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3.1 The scoping process
NZQA must first assess the size, complexity and nature of the TEO under review. This assessment is guided by reviewing:
- information held on NZQA databases
- information made available by other Crown agencies and standard-setting bodies
- the TEO’s own self-assessment.
Of these three sources, the TEO’s self-assessment is the most important. The TEO knows its own business more fully than any outsider could.
Through its self-assessment, the TEO should be able to demonstrate ‘what matters most’ to its learners and other stakeholders.
The TEO’s scoping submission will always include, as a minimum:
- a self-assessment summary
- primary evidence
- a TEO Details form
- an updated Improvement Plan (for Category 3 and 4 TEOs)
- a Code of Practice self-assessment (for Signatories to the Education (Pastoral Care of International Students) Code of Practice 2016)
- self-analysis of performance and outcomes.
After receipt of the TEO’s self-assessment material, the Lead Evaluator will discuss the scoping options with the TEO. The discussions will concentrate on what should be covered, when and how, and with what resources.
If NZQA has any significant concerns about the TEO, these will be disclosed before the scope is set.
Discussions on scope may proceed by email or phone contact, or face-to-face meetings, as seems most reasonable and practicable.
3.2 The scoping guidelines
3.3 Time and cost
Estimating the cost
All evaluation time expended on a job by NZQA staff and contractors is on-charged to the TEO at a standard hourly rate.
Incidental costs incurred (for example, travel or accommodation) are not on-charged. Nor is time spent by NZQA on administration or management of the work.
When the scope has been set, NZQA will estimate the likely amount of chargeable work needed to complete the EER.
Our estimates are by band, with an upper and lower figure. The bands are based on our experience of the time involved in EERs of similar size and complexity.
NZQA will advise you of the estimated cost by confirmation letter, in advance of the enquiry phase.
Managing the cost
Our estimates assume that the TEO will participate promptly in each EER stage and with a reasonable degree of efficiency.
If there are delays or information gaps at the TEO’s end, costs may increase. But if the TEO provides NZQA with comprehensive material, costs may decrease.
In some instances, EERs will involve more work than first expected, because of difficulties that arise during or after the on-site phase.
Whenever NZQA becomes aware that the estimate may be significantly exceeded, we will alert the TEO to the possibility.
Billing
A TEO will receive two invoices for its EER.
The first will be sent after completion of the enquiry phase. This invoice will be for 50% of the upper end of the estimated cost.
The second will be sent after completion. This invoice will be for the total actual costs, minus any payment made on the first invoice.
The second invoice groups all time spent into three fields: preparation and planning, on-site, and reporting. The first and third fields encompass all time spent before and after the enquiry phase.
Before sending invoices to TEOs, NZQA carefully checks that the invoices are accurate, complete and reasonable. If the estimated costs have been exceeded, NZQA will check that the TEO has been advised.