EER reports provide a public record of the most important and relevant outcomes of the evaluation process.
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6.1 The reporting process
On-site briefings
Every on-site phase of an EER begins with a meeting between NZQA and the TEO.
NZQA will formally confirm the process and timelines that it intends to follow on site. The TEO should inform NZQA of basic ‘housekeeping’ arrangements, for example, civil emergency procedures.
If the TEO is uncertain on any points of process or timelines, or wishes to revise the on-site arrangements, it should declare them as soon as possible.
NZQA aims to be flexible and will try to minimise any disruption to the TEO’s educational delivery caused by its on-site inquiry.
Keeping the TEO updated
If NZQA’s on-site phase lasts more than a day, NZQA will offer periodic updates to the TEO, usually at the close of each working day.
These will identify any information gaps, any serious concerns (by exception), and confirm the process for the following day.
At the close of the on-site phase, NZQA will hold a formal meeting with the TEO. This meeting will be recorded and the audio file will be made available to the TEO.
The primary aims of the closing meeting are to:
- summarise NZQA’s formative findings (this does not include the formative ratings, which are released in the draft report)
- state any serious concerns (by exception)
- note any remaining information gaps, and invite further TEO submissions
- confirm the next steps in the EER reporting process
- invite a brief TEO response, including any follow-up questions.
On occasion, information gaps identified at this stage may be so significant that the EER team cannot yet begin to draft a report. For example, key moderation data may only become available in two weeks time.
Whenever a situation of this kind arises, NZQA will notify the TEO of the likely delay and explain why it is necessary and important to receive the ‘missing’ information.
6.2 The reporting guidelines
NZQA never gives ratings or statements of confidence during the enquiry phase. The reason is simple: the ratings and statements of confidence are still ‘under development’.
Instead, NZQA will share information on any emergent findings. As indicated earlier, ‘findings’ are important processed information that contribute directly to the judgments the team will eventually make.
The primary source of the EER team’s judgment is the report intended for publication. Any additional comment from NZQA aims only to clarify the intent of the report – not to supplement or replace its findings.
By the same token, while a TEO can provide feedback on a draft report in any form it chooses, NZQA will only classify a TEO response as formal if:
- it is received within a timeline set by NZQA
- it is authorised by the TEO’s chief executive or delegated authority
- it relates to the content of the report or the process which led to its production.