Akonga nō tāwāhi/International Learner Academic Attendance and Attainment - OPBD Procedure

To provide operational procedures that support ākonga nō tāwāhi/international learner attendance and attainment processes at the Otago Polytechnic Business Division of Te Pūkenga in accordance with the Education (Pastoral Care of Tertiary and International Learners) Code of Practice 2022 (The Code).

Education (Pastoral Care of Tertiary and International Learners) Code of Practice 2021

Immigration New Zealand (INZ) Requirements (extract): http://apps.employment.govt.nz/immigration/student-termination

Where a learner ceases to attend or complete their programme of study before the programme is completed a signatory to the Code is required to advise INZ immediately, using their electronic notification form.

Notification is undertaken by completing the electronic notification form on the INZ website ONLY in cases where the institution has terminated the learner's enrolment.

When an institution notifies a termination of enrolment, INZ will undertake an investigation – this MAY result in a permit being revoked.

Delegation of Procedures

• Te Kaihāpai or delegate
• Heads of College/or delegate
• Ākonga nō tāwāhi Learning Advisor/s.

1. Ākonga nō tāwāhi are required to attend 100% of scheduled class time. Unless there is a good reason such as illness, failure to meet this requirement may result in the ākonga nō tāwāhi enrolment with OPBD being terminated and Immigration New Zealand (INZ) notified.

1.1. The Academic Registry Team Leader has delegated authority to complete the electronic notification of ākonga nō tāwāhi termination to INZ immediately after termination.

2. At the commencement of each course/programme, Heads of College are responsible for ensuring ākonga nō tāwāhi are advised in writing of the requirement for 100% academic attendance and the required attainment levels.
3. Ākonga nō tāwāhi may be refused further enrolment - refer to TKM Section 2.30(6).
4. For ākonga nō tāwāhi unsatisfactory academic attendance and/or attainment (progress) -refer to TKM Provider Based learning for ākonga nō tāwāhi, Section 2F, Participation and Engagement Section 5.1, Progress, 5.2.
5. The Head of College/Programme Head/or equivalent will manage unsatisfactory academic attendance and progress of ākonga nō tāwāhi with guidance from the Te Kaihāpai/or equivalent.
6. If ākonga nō tāwāhi attendance or progress is not satisfactory, the Head of College/Programme Head or delegate must have a meeting with ākonga nō tāwāhi.
7. Depending on the circumstances, a first written notification letter is issued reminding ākonga nō tāwāhi of their obligations with OPBD (refer to Appendix A).
8. If after fourteen (14) working days ākonga nō tāwāhi attendance is still below the acceptable level, a second letter of notification (refer to Appendix B) is activated requesting ākonga nō tāwāhi to meet with Te Kaihāpai, Head of College or delegate and the Ākonga nō tāwāhi Learner Advisor, within a short period of time, usually five (5) working days.

8.1 Where ākonga nō tāwāhi with a history of poor academic attendance or progress returns to study after a semester break or beginning of an academic year, it is recommended ākonga nō tāwāhi enters into a signed agreement prior to class commencement (refer to Appendix C.).

9. At this point, either ākonga nō tāwāhi enters into a signed agreement (refer to Appendix C), or Te Kaihāpai/or equivalent may decide to recommend that the College commence proceedings to terminate ākonga nō tāwāhi enrolment. This would usually be the case if ākonga nō tāwāhi does not attend the requested meeting.
10. Scanned copies of letters are required to be attached to ākonga nō tāwāhi notes in the Student Management System (SMS).
11. If ākonga nō tāwāhi do not comply with the signed agreement, there will be a final meeting to investigate the situation before instigating the termination of ākonga nō tāwāhi enrolment.
12. College kaimahi and the respective programmes of study kaiako are required to be proactive at the first signs of poor attendance, assessment not submitted on time, or a poor progress become evident.
13. A College kaiako and professional kaimahi from appropriate support services should be responsible for ākonga nō tāwāhi and kaiako must make every effort to resolve academic attendance and progress situations and ensure the necessary support is provided.
14. College kaimahi must advise Ākonga nō tāwāhi Learning Advisor of any situation affecting ākonga nō tāwāhi academic attendance and/or progress. The Ākonga nō tāwāhi Learning Advisor will communicate with ākonga nō tāwāhi.
15. A regular reporting process between the College kaimahi to Ākonga nō tāwāhi Learning Advisor should be implemented until the pattern or situation is resolved with ākonga nō tāwāhi.
16. Kaimahi working with ākonga nō tāwāhi are required to be proactive and work together to ensure they support and assist with these issues rather than have their enrolment terminated.
17. Where all efforts for improvement of ākonga nō tāwāhi attendance and progress have been exhausted termination of enrolment procedures may commence upon the decision of the Te Kaihāpai/or equivalent (refer to Learner Discipline – OPBD Procedure
18. A withdrawal form is completed with the Head of College/Programme Head/or delegate, Academic Registry and INZ notified.
19. There is no refund of fees when ākonga nō tāwāhi enrolment is terminated.

International Learner Attainment and Attendance SOP (click on link to download)

Otago Polytechnic Business Division Procedures

Programme Entry, Continuation and Exclusion – OPBD Procedure

Withdrawal, Transfer, Cancellation and Refund – OPBD Procedure

Ākonga/Learner Discipline – OPBD Procedure

The relevant Te Pūkenga Academic Policies, current Otago Polytechnic policies (as per Te Pūkenga Transitioning (Grandparenting) of Former Subsidiaries Policy) and the relevant Otago Polytechnic Business Division Procedures.

Other References

• Programme Handbook Information
• Terms and Conditions for Learners (inclusive of Ākonga nō tāwāhi)
• Ākonga nō tāwāhi Arrival Guide

Appendices (see below)

• Appendix A – sample first notification letter
• Appendix B – sample second notification letter
• Appendix C – sample learner agreement.

Appendix A Appendix A Sample First Notification Letter

Appendix B Sample Second Notification Letter

Appendix C Sample Learner Agreement