BoPP POLICY FRAMEWORK
AC-02 ASSESSMENT, MODERATION
AND REPORTING OF CREDIT
Assessment, moderation, and reporting of credit.docx
Key evaluation question
 How well do learners achieve?
 How effective is the teaching?
QMS Standard 9 – Assessment and Moderation
QMS Standard 10 -Reporting and Certification
Key Stakeholders involved in consultation
Academic Standards Sub-committee, Heads of School, Group Leaders, Academic Quality Advisors.
Poutiriako Programme Coordinator.
Contents
1.
PURPOSE ....................................................................................................................... 2
2.
SCOPE ........................................................................................................................... 2
3.
PRINCIPLES .................................................................................................................... 2
4.
PROCEDURES ................................................................................................................. 3
4.1
Assessment .............................................................................................................................. 3
4.2
Marking and results reporting ................................................................................................. 4
4.3
Examinations ........................................................................................................................... 5
4.4.
Moderation .............................................................................................................................. 5
4.5
Special Assessment Considerations (SAC) ............................................................................... 6
4.5.1 Assessment in Te Reo .................................................................................................... 6
4.5.3 Compassionate consideration ....................................................................................... 6
4.5.4 Aegrotat Consideration ................................................................................................. 6
4.5.5 Other special assessment considerations ..................................................................... 6
4.5.6 Approval of special assessment considerations ............................................................ 7
4.5.7 Reporting ....................................................................................................................... 7
4.6
Extensions ................................................................................................................................ 7
4.7
Reassessment (resits) .............................................................................................................. 8
4.8
Prizes, awards and scholarships .............................................................................................. 8
4.9
Reporting student achievement .............................................................................................. 9
4.10 Certification ............................................................................................................................. 9
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4.11 Academic Records ................................................................................................................. 10
5.
EVALUATION ............................................................................................................... 11
6.
RELEVANT DELEGATIONS ............................................................................................ 11
6.1
Academic Statute extract ...................................................................................................... 11
6.2
Assessment ............................................................................................................................ 11
6.3
Awards of the Bay Of Plenty Polytechnic .............................................................................. 13
6.4
Conduct of Examinations....................................................................................................... 13
6.5
Conferral of Degrees and Award of Qualifications ................................................................ 14
6.6
Delegations register extract .................................................................................................. 14
7.
LINKS TO LEGISLATION, GUIDELINES, RELATED POLICIES, PROCESSES AND FORMS ....... 15
8.
DEFINITIONS ................................................................................................................ 15
9.
DOCUMENT CONTROL ................................................................................................. 20
1. PURPOSE
High level intention of the institution for the policy
The purpose of this policy is to provide a framework that ensures formative and summative
assessment methods are fair, valid, sufficient, reliable and consistent, that they are appropriate
to supporting learning and achievement.
2. SCOPE
Breadth of application
This policy applies to all academic programmes of study, across all funding types, that include
any form of assessment of the learning and covers the development and moderation of
assessments, and assessment conditions and regulations.
3. PRINCIPLES
Strategic statements about values and strategies – a test for the validity of the procedures
The principles that underpin this policy are:
3.1
Bay of Plenty Polytechnic asserts that the purpose of assessment is to engage students
in a transformative process which fosters an understanding of why they are being
assessed, what it is they need to be learning and have learnt and the most effective way
to learn it. This position places strong emphasis on the need to balance assessment for
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and assessment of learning, through feedback and feed forward processes to meet
formative and summative requirements.
3.2
Assessment is viewed as learner-responsive, involving inclusive rather than exclusive
activity, the purpose being to empower students to become independent, responsible
individuals, through active engagement in the learning and assessment process
3.3
Central to quality assessment practice is effective assessment design which:
 Is valid and reliable
 Avoids over-assessment
 Balances formative and summative tasks
 Provides timely and effective feedback to students
 Ensures the match between teaching, assessment and learning outcomes
 Ensures the match between assessment and level of learning
 Develops and implements innovative assessment techniques
3.4
Information relating to the accumulation of academic credit, available prizes, awards
and scholarships, assessment expectations, results and certification is easy accessible
by students.
3.5
Assessment set up and resulting occurs within a context where the highest levels of
accuracy and accountability possible are expected and applied.
4. PROCEDURES
The required actions
4.1
4.1.1
Assessment
Approval of assessments
4.1.1.1 All Polytechnic programmes will have in place an approved assessment
schedule that assures the validity, reliability and fairness of all assessment
activities.
4.1.1.2 Significant changes to assessment must be approved by ASSC prior to
course/programme enrolments commencing.
4.1.1.3 Changes to assessment number and/or weightings outside of the ASSC process
must be approved by the Director Academic.
4.1.2
Communication with students
4.1.2.1 At the commencement of a programme/course, students will be provided with
written information about programme assessment requirements including:
 Assessment schedule, assessment criteria and assessment weightings
 Regulations for appropriate student behaviour during assessments
 Unusual conditions or characteristics which may apply to particular
assessments.
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4.1.2.2 Students will be required to provide assurance about the authenticity of any
work submitted in their names for assessment. Academic staff must ensure that
students understand that any work that is not their own is acknowledged in the
appropriate manner.
4.1.3
Teaching competence
4.1.3.1 The Polytechnic will delegate responsibility to the Head of School the authority
to:
 Ensure that minimum qualifications for staff to deliver and assess any unit
standard(s)/courses are applied. This means
 all academic staff must hold the qualification they are teaching on or
equivalent qualification
 and/or a relevant qualification completed or in progress one level above the
level they are teaching on
 And the requirements for teacher education found in the professional
development policy.
4.1.4
Responsibilities with unit standards
4.1.4.1 The Polytechnic will delegate responsibility to the Head of School the authority
to:
 co-ordinate the moderation of assessments
 co-ordinate the development of teaching and assessment materials
 liaise with the ITO/SSB (or external body where appropriate)
 liaise with the Academic Unit on all issues relating to the moderation of
assessment
4.1.4.2 Where unit standards or courses that are the responsibility of another school
are to be used, the Head of School will first consult with the Head of School that
has the allocated responsibility and the Academic Unit where appropriate to
discuss assistance with delivery and assessment and to ensure that moderation
arrangements are in place.
4.2
4.2.1
Marking and results reporting
Course results must be processed as soon as assessments are marked.
4.2.2
Results entry, approval and reporting follows the process defined in ebs4 Results
Reporting and Approval.
4.2.3
Modification of any confirmed result must follow the ebs4 Result Change Request
process.
4.2.4
Any result change required after the course end date requires approval of the Director
Academic.
4.2.5
Assessment feedback and results are made available to students no later than fifteen
(15) BoPP working days after the due date of the assessment.
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4.2.6
Any exceptions to the feedback time in 4.2.5 must be approved by the Head of School
through an exceptions process and reported to Academic Board.
4.3
4.3.1
Examinations
Exam Supervisors will be appointed for examinations and will follow the process
outlined in the Guidelines.
4.3.2
Examination scripts will be marked within five (5) BoPP working days to meet next
course enrolment requirements.
4.3.3
Final examination scripts will be marked after the examination within the graduation
deadline.
4.3.4
Examination scripts will not be returned to students. Students will be given the
opportunity to view their examination scripts and may request a copy.
4.4.
4.4.1
4.4.1
Moderation
Moderation planning
All programmes will have in place a moderation plan to assure the consistency and
validity of assessment activities. This will involve:
4.4.1.1 Internal pre-assessment moderation of new and significantly changed
assessments prior to administration.
4.4.1.2 Internal post-assessment moderation of new and significantly changed
assessments after their first use.
4.4.1.3 Internal post assessment moderation of all other assessment activities in
alignment with 4.4.1.4. or once every five years.
4.4.1.4 Adherence to external moderation requirements detailed in the New Zealand
Qualifications Framework Consent and Moderation Requirements (CMRs) for
which the Polytechnic has gained consent to assess and to award credit.
4.4.1.5 Adherence to an external moderation plan in programmes without national
moderation implementing guidelines that follow principles of moderation
where
 courses are taught for the first time
 courses are taught by new tutors
 compulsory courses
 student feedback suggesting course concerns
 a sample of all staff is covered
4.4.2
Moderation action
4.4.2.1 Staff undertaking moderation are required to possess content knowledge
specific to the assessment.
4.4.2.2 Staff with assessment expertise may provide general comment for improvement
of assessment.
4.4.3
Moderation reporting
4.4.2.3 All moderation reports are discussed and any issues resolved at the Group
Programme Committee (GPC).
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4.4.2.4 The GPC must provide a brief summary report to the School Leadership Team
(SLT) including an action plan where applicable and reported within the APER.
4.5
4.5.1
Special Assessment Considerations (SAC)
Assessment in Te Reo
Students have the right to be assessed in Te Reo although there are occasions where
due to the nature of the assessment, work submitted may be required to be in a
particular language.
4.5.2
Students with a disability
Bay of Plenty Polytechnic aims to give students with disabilities an equal opportunity
with all other students to demonstrate their abilities. Alternative assessment
arrangements are to be based on the premise that students with disabilities should be
neither disadvantaged nor advantaged relative to other students. Therefore students
with temporary and/or permanent disabilities which they consider may disadvantage
their assessment performance may apply for a special arrangement to complete an
assessment.
4.5.2.1 Early contact with the Equity Facilitator is required. To ensure fairness and
consistency any reader and/or writer must be approved and provided by the
Equity Facilitator.
4.5.2.2 Where a request for special assessment arrangements relates to a lack of
understanding of the language of instruction, alternative assessment
arrangements cannot be given.
4.5.3
Compassionate consideration
Where a student has been prevented from attempting an assessment activity or has
attempted an assessment activity and believes their performance was impaired by
circumstances beyond their control because of illness and/or injury suffered by self or
by members of family/whanau, they may apply for compassionate consideration. A
special reassessment arrangement, within a defined time frame, may be approved.
4.5.4
Aegrotat Consideration
4.5.4.1 Aegrotat applications for achievement based assessment will be considered
when the student has been prevented from attempting or completing an
assessment activity because of personal illness, injury or circumstances beyond
their control.
4.5.4.2 Award of any aegrotat passes is to be approved by the Programme Coordinator, and Group Leader.
4.5.5
Other special assessment considerations
In the event of industrial action by teaching staff or natural catastrophic event causing a
disruption to assessment, Bay of Plenty Polytechnic will ensure that a special
assessment opportunity is made available to affected students so that their course
completion is not jeopardized. In this instance, students will not need to individually
apply for SAC.
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4.5.6
Approval of special assessment considerations
4.5.6.1 Award of the SAC will be approved by Programme Co-ordinator, and Group
Leader.
4.5.6.2 Students may apply for a SAC subject to:
4.5.6.2.1 a written application being made to the Programme Coordinator as
soon as the situation becomes apparent but received no later than
five working days after the assessment has been completed, and
4.5.6.2.2 the application being accompanied by supporting documentation
such as a medical certificate; a statement written and signed by a
counsellor or kaumātua; a birth, marriage or death certificate or
published notice of a birth, marriage or death.
4.5.6.3 The Programme Coordinator will assess the application along with the subject
tutor, and Group Leader . Students may be offered the chance to sit a new
assessment activity or resubmit their original assessment work (in the case of
unit standards based assessment), gain an aegrotat pass, or some other
appropriate assessment.
4.5.6.4 In the case of SAC aegrotat in achievement based assessment, consideration is
given to the student having established a “track record” by completion of a
minimum of half of the assessment activities required within the
course. Aegrotat consideration is made at the end of the course/programme
during the final results process. In the case of a missed practical assessment
activity which may have been timetabled to occur once only during the
programme, it may not be possible for a student to have established a “track
record” at all. In these cases a SAC will be declined.
4.5.6.5 Academic records of students who have been awarded a pass as a result of SAC
will have the relevant entry made against the appropriate component/s of the
course. A grade / mark may be assigned to the component/s and the student
and SLT advised.
.
4.5.6.6 Students have the right to appeal any decision made in respect of the above to
the Director Academic.
4.5.7
Reporting
All SAC decisions must be reported to the Academic Board through the School
Leadership Team reports.
4.6
4.6.1
Extensions
All course assessment design must ensure that all assessments can be completed by the
due date.
4.6.2
Extensions are the exception, not the norm.
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4.6.3
No extension may be given for assessment work to be completed after the end date of
the course.
4.6.4
Students who anticipate difficulty in meeting the due dates to submit assessments and /
or sit tests or examinations, and / or attempt any missed practical assessment activity
which may have been timetabled to occur once only during the programme, may
request an extension. The request must be made prior to the due date and usually no
later than three (3) working days before the due date.
4.6.5
The extension date is to be negotiated between the student and tutor and approved by
the Programme Coordinator. At this time the conditions, including any additional
assistance or costs which may be incurred will be agreed and documented, including the
grade to be awarded in the event of non-submission for that assessment.
4.6.6
Should a student request a further extension of time, exceeding the current enrolment
period but prior to the start of the next enrolment period, this extension must be
approved by the Director Academic.
4.6.7
Non completion of the assessment by the due date of the extension will result in a NP
or equivalent).
4.7
4.7.1
Reassessment (resits)
The Polytechnic will, where appropriate and practicable, have in place systems that
allow students at least one opportunity to be reassessed in all formal summative
assessment activities within the course dates. This means:
4.7.1.1 Programmes must have their reassessment processes approved and
documented in their programme documentation.
4.7.1.2 Programmes must clearly identify any restrictions that may be placed on the
award of credit for work that has been reassessed.
4.7.1.3 All reassessment processes must be included in the programme’s assessment
schedule as well as the assessment information given to students.
4.7.1.4 Any reassessment of student performance must maintain the validity and
reliability of overall assessment outcomes.
4.7.2
An additional fee is not usually charged for reassessment. The number of
reassessments available is to be approved as part of the Programme Regulations and
any additional fee charged for reassessment must shows the rationale for this and be
published in the programme handbook.
4.7.3
Any resit outside of course dates must be approved by the Head of School through the
exceptions process and reported to Academic Board.
4.8
4.8.1
Prizes, awards and scholarships
All prizes, awards and scholarships offered by the Polytechnic, or offered by external
organisations, and which make specific reference to the Bay of Plenty Polytechnic,
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require the prior evaluation by Academic Standards Subcommittee and approval of the
Academic Board.
4.8.2
Selection criteria for the award of prizes, awards or scholarships shall be valid, fair and
consistent and documented in the Programme Regulations.
4.8.3
The Polytechnic will endeavour to ensure information about prizes, awards and
scholarships is made freely available to all potential beneficiaries.
4.9
4.9.1
Reporting student achievement
The Polytechnic will provide students with effective, accurate and timely advice on their
learning progress and final achievement. Students on full time full year programmes
will be informed of their progress at least twice during the programme through a
process relevant to the type of programme and student. Full time programmes that
are shorter than one year long will have at least one progress report at an appropriate
time during the programme. Students on part-time programmes that are longer than
one year will be informed of progress at least twice during each year.
4.9.2
Assessment results will be approved under delegation by the Programme Co-ordinator
and Group Leader and following the ebs4 process Results Recording and Approval.
4.9.3
The award of qualifications will be recommended for approval to Academic Board by a
properly constituted meeting of the School Leadership Team
4.9.4
Student results and records will be handled in a manner consistent with the Privacy Act
1993.
4.9.5
There is opportunity to appeal the results of assessments in a manner which is fair and
equitable and the appeal procedure is published in the Student Regulations. Any
outcome resulting to a change in the student grade will following the ebs4 Result
Change Request process and will be initiated by the Director, Academic.
4.9.6
General end of programme references are not provided to students. Academic staff
may provide a written reference to support a a job application or entry to a
programme.
4.10
4.10.1
Certification
All students are entitled to recognition of their attendance and/or achievement in all
formal and informal programmes offered by the Bay of Plenty Polytechnic. The
Polytechnic will issue academic records, attendance records for non-formal short
awards, achievement records for formal short awards, testamurs for the award of
formal certificate and diploma qualifications as described in this policy.
4.10.2
Templates of the standard Bay of Plenty Polytechnic attendance and/or achievement
records, certificates, diplomas and degrees have been developed. These are to be used
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in the circumstances specified in the guidelines. No variations on these models are
permitted without prior approval of the Academic Board.
4.10.3
The Bay of Plenty Polytechnic Seal may be affixed to the certification document for all
programmes of 40 credits or more, which have been formally accredited either
externally or locally. All certification document models will be signed by the Group
Leader/Programme Co-ordinator and the Director, Academic. A scanned signature will
be the norm.
4.10.4
The preparation of attendance and certification documents will only apply on
completion of approved programmes, including short awards whether assessed or nonassessed. All course related fees must be paid before such a document will be issued
(refer policy F09). All Bay of Plenty Polytechnic attendance and certification documents
will incorporate the full Bay of Plenty Polytechnic logo.
4.10.5
All students will be given the option of the document in English or in Te Reo.
4.10.6
The testamur will contain the logos of both Bay of Plenty Polytechnic and the New
Zealand Qualifications Authority in the case of NZ / national qualifications, or another
institution with which BoPP has a collaborative delivery agreement.
The date the results were endorsed by Academic Board and Academic Board Resolution
number are noted on the Award report. For all certificate and diploma programmes the
testamur has the seal affixed by the Director Academic’s Executive Support.
4.10.7
All requests for reprints of certificates must be on the Certificate Reprint Request Form
with reprint noted on it. A fee of $25 will be charged.
4.10.8
Students may request an Official Academic Transcript for all their study at BoPP from
the Information Management Unit at any time. A fee of $25 will be charged.
4.10.9
Any degree completions must be approved by the Academic Board of the relevant
conferring institution. Where joint- badging is involved, such conferrals will be carried
out by the Chair of Bay of Plenty Polytechnic Council (refer Academic Statute).
4.11
4.12.1
Academic Records
The Polytechnic will record accurately, store securely in perpetuity and maintain timely
records relating to the final results of students. Collection, access, use and disclosure
will be in accordance with the Privacy principles contained in the Privacy Act 1993. Any
disposal of records will be in accordance with the Public Records Act 2005.
Certified records or a photocopy made at BoPP of the original as presented by the
student relevant to prior learning experience, credit transfer, cross-credits and
exemptions will be maintained by the Polytechnic.
4.11.2
4.11.3
Upon giving reasonable notice, students will be able to view all academic records
relating to them as individuals that are held by the Polytechnic.
4.11.4
The Polytechnic will only disclose individual student results to third parties listed in the
Application and Enrolment Guide. This is acknowledged by the student’s signature on
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the enrolment form. Disclosure to any other third party requires the written consent
of the student concerned.
4.11.5
Storage of academic records will ensure ongoing access to a verified record is possible.
4.11.6
There will be an accurate interface between the Polytechnic’s archive records and those
required by the New Zealand Qualifications Authority for its record of learning.
4.11.7
Should the Polytechnic cease to exist, Archives NZ will be consulted for appropriate
transfer of records.
5. EVALUATION
Evaluation of the effectiveness of the policy and implementation – do people do what is
expected
Effectiveness of the implementation of this policy can be evaluated through Academic
Standards Subcommittee receiving clearly defined assessment information during the
programme approval process. Moderation reports will reflect appropriately design and marked
assessments and the Annual Programme Evaluation Review will note any issues and
improvements in relation to assessment, moderation, assessment conditions and regulations.
6. RELEVANT DELEGATIONS
Council approves all delegations contained within the Academic Statute and Delegations
Register and relevant ones are shown here. Note some corrections noted during the AC-02
consultation process have been noted and will be addressed later in 2013.
6.1
6.1.1
Academic Statute extract
Students may, in accordance with programme regulations and the QMS, be admitted at
any appropriate point by virtue of the granting of academic credit, credit exemptions or
as a result of the assessment of prior learning process on payment of a fee approved by
Council.
6.2
6.2.1
Assessment
All polytechnic programmes will have in place academic systems and written schemes
of assessment that includes assessment event, assessment schedule and marking
schedule and that assure the validity, reliability and fairness of all assessment activities.
The policies relating to assessment, re-assessment, compassionate consideration, the
use of Te Reo in assessment, aegrotat consideration, alternative assessment
arrangements, conceded passes and moderation shall be contained in the Quality
Management System.
6.2.2
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6.2.3
6.2.3
The policy and procedures for academic appeals shall be contained in the student
regulations and the Quality Management System.
The recording of assessment outcomes shall be as follows:
6.2.3.1 For courses in which a competency based system is operated.
P
Pass
Credits Earned
CC
CT
NP
EXT
W
Cross Credit from another Qualification
Credit Transfer
No Pass
Extension
Withdrawn
Credits Earned
Credits Earned
No Credits Earned
No Credits Earned
No Credits Earned
6.2.3.2 For reporting unit standards results
A
N
NA
Paetae
Achieved
Not Achieved
Not Assessed
Achieved
Credits Earned
No Credits Earned
No Credits Earned
Credits Earned
6.2.3.3 For courses in which grades are allocated according to the level of
achievement.
PD
PM
P
CC
CT
CP
NP
EXT
AEG
W
Pass with Distinction
Pass with Merit
Pass
Cross Credit from another Qualification
Credit Transfer
Conceded Pass
No Pass
Extension
Aegrotat pass
Withdrawn
Credits Earned
Credits Earned
Credits Earned
Credits Earned
Credits Earned
Credits Earned
No Credits Earned
No Credits Earned
Credits Earned
No Credits Earned
6.2.3.4 Except as otherwise approved by the Academic Board degree courses shall,
and other courses may, use the following grading system.
A+
A
AB+
B
BC+
C
CCC
CP
D
E
AEG
EXT
W
Distinction
Merit
Pass
Cross Credit from another Qualification
Conceded Pass
Fail
Fail
Aegrotat
Extension
Withdrawn
Credits Earned
Credits Earned
Credits Earned
Credits Earned
Credits Earned
Credits Earned
Credits Earned
Credits Earned
Credits Earned
Credits Earned
Credits Earned
No Credits Earned
No Credits Earned
Credits Earned
No Credits Earned
No Credits Earned
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6.3
6.3.1
6.3.2
6.3.3
6.3.4
6.3.5
6.3.6
6.4
6.4.1
6.4.2
6.4.3
6.4.4
Awards of the Bay Of Plenty Polytechnic
The awards offered by the Polytechnic shall be:
 Certificate – a qualification with a minimum of 40 credits, with at least 40 credits at
the stated level of the qualification or higher;
 Diploma – a qualification at level 5, 6 or 7, with a minimum of 120 credits, and have
at least 120 credits contributing to the qualification at level 4 or above, and at least
72 credits at or above the stated level of the diploma.
 Bachelor Degree – a qualification at level 7, with a minimum of 360 credits, at least
72 of which are at level 7, with the balance at level 5 and above
 Graduate Certificate – a qualification at level 7, with a minimum of 60 credits,
including at least 40 credits at level 7 or above.
 Graduate Diploma – a qualification at level 7, with a minimum of 120 credits,
including at least 72 credits at level 7 or above.
 Short awards – less than 40 credits where assessment is included, or a prescribed
number of hours of attendance where no assessment is required.
The Polytechnic’s awards shall be granted on the successful completion of an approved
programme of study determined by the accumulation of a required number of credits
at a defined level described in Schedule One.
The responsibility for determining whether students have accumulated the required
number and level of credits and whether they have fulfilled any other requirements of
the relevant programme regulations lies with the Group Leader, and Programme Coordinators in each School.
Except where specific transition regulations apply, students are able to graduate from a
programme under the regulations which were in force at the time of their enrolment.
Credits will be allocated to programmes or course on the basis of one credit for each
notional 10 hours of student learning or 1/120 of a notional full time year’s work.
Programmes of study, whether certificates, diplomas or degrees, shall comprise courses
using a 5 credit multiplier. The general rule is that course sizes will be 15 credits. No
course shall be less than 5 credits in size.
Students who apply for the transfer of credit from similar programmes in other
institutions or by the assessment of prior learning must complete a minimum of one
quarter of credits at the Polytechnic in order to be awarded a Polytechnic qualification.
The programme regulations for each qualification will specify the minimum number of
credits that must be studied at the Polytechnic.
Conduct of Examinations
Timetables for examinations shall be notified to students not less than four weeks
before the commencement of the examinations.
Examinations shall comprise such written, oral and/or practical tests and examinations
that the examiner may determine with the prior approval of the Programme Coordinator/Group Leader.
Examination papers may be released to students in advance of the examination where
regulations permit or where the Programme Co-ordinator/Group Leader has given its
approval.
Students shall answer examination questions in the presence of a supervisor, who shall
be appointed or approved by the Programme Co-ordinator.
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6.4.5
6.4.6
6.4.7
6.4.8
6.4.9
6.5
6.5.1
6.5.2
6.5.3
6.6
No student shall communicate with an examiner about an examination other than
through specified channels of communication.
Programme regulations shall determine what, if any, aids may be available during
examinations.
Students must not bring into the examination room any written or other material or
equipment unless specifically authorised and notified to the student in advance.
Students must provide answers which constitutes their own work and must not copy
the work of others.
Students are not permitted to take cellphones into examination rooms.
Conferral of Degrees and Award of Qualifications
The Council of the Polytechnic shall have the power to confer all Polytechnic degrees
approved and accredited by NZQA, and award all diploma and certificate programmes
approved and accredited either by NZQA or locally by the Academic Board of the
Polytechnic.
The Polytechnic Seal – The Polytechnic’s Seal shall be affixed to the award document for
all programmes which have been formally approved and accredited either externally or
locally and which required a minimum of 40 credits for completion of the qualification.
Certification – the styles of certificates, attendance and achievement records are
detailed in Policy A24 of the QMS
Delegations register extract
From
Council
Edn Amdt
1990 s167
Director,
Academic
Council
Edn. Act
S193 (2)
(b)
Council
Edn. Act
S193 (2)
(b)
Academic
Board
Academic
Board
To
Chief Executive and
either:
 Council Chair
 Deputy Council
Chair
 Director,
Academic
Team Leader – IMU
Delegation
Use of
Common
Seal
Authority
 To use the Common Seal of Council for
contractual agreements in accordance with
the Finance delegations. Use of the common
seal shall be counter-signed by one other
authorised person, or signed by one
authorised person To use the common Seal on
testamurs for the award of qualifications
Purchasing
 NZQA only – unlimited
Academic Board
Academic
 To grant, scholarships, bursaries, prizes, and
qualifications within approved policies
Academic Board
Academic
 To approve the list of people eligible to
graduate
Programme
Coordinators and
Academic Advisors
Information
Management
Academic
 To approve individual student summative
assessments and final results
Academic
 To produce and sign the student official
academic transcript as an accurate record of
Hardcopies of this document are considered copies of the original.
Please refer to the electronic source (Hinaki) for the controlled latest version.
14
AB05/418
7.
Advisor
the learning undertaken while studying at Bay
of Plenty Polytechnic.
LINKS TO LEGISLATION, GUIDELINES, RELATED POLICIES, PROCESSES
AND FORMS
Relevant legislation
 Education Act 1989
 Public Records Act
Related policies
 PCD01 Programme/Qualification
development, modification, and sharing
 TL02 Assessment of prior learning and
recognition of academic credit
 F09 Fees
 HR19 Professional Development
 M07 Scholarships
 PR03 Archives, Records Retention, Transfer
and Disposition
Related ebs4 processes



8.
Result Recording and Approval
Result Change Request
Programme Debt Management
Related guidelines
Supporting statements indicating the sort of action
that should be taken in particular circumstances.
G-ACAD-012 Best Practice Assessment - NZQA
Ebs Data sheet
G-ACAD-004 Approved grade tables
G-ACAD-049 Aegrotat Application Process flowchart
G-ACAD –013 Assessment and Moderation summary
for ASSC
EXAMINATION PROCEDURES
Related forms
F-ACAD-049 – Aegrotat application form
F-ACAD-050 – Exam confidentiality - declaration
F-ACAD-010 – Moderation report – pre assessment
F-ACAD-011 – Moderation report – post assessment
F-ACAD-012 – Moderation plan
F-ACAD-064 – Moderation – NZQA external
coversheet
F-ACAD-063 Certificate Reprint Request Form
DEFINITIONS
Academic Credit
The measure used to record a student’s academic achievement and
to define a qualification.
Academic Quality
Management
Processes and structures to ensure standards required by NZQA,
ITOs and other Standards Setting Bodies (SSBs) are met.
Academic Staff Member
‘Academic Staff Member’ means a person employed in a teaching
position or a non-teaching academic position. The term includes
academic staff members (ASM) and senior academic staff members
(SASM). Terms such as Tutor and Lecturer are generic terms which
Hardcopies of this document are considered copies of the original.
Please refer to the electronic source (Hinaki) for the controlled latest version.
15
also refer to academic staff members. (Source BoPP Academic Staff
Collective Agreement 1-12-11 to 30-11-13.)
Academic Results Notice
A programme specific record generated for an individual student
from the student management system by the Academic Recorder.
This shows all results for the student and includes all programme,
course and unit results and grade tables. It is signed by the
Programme Co-ordinator, Group Leader or Academic Recorder.
Academic year
That period of time from when the polytechnic opens in January
until the close date in December.
Achievement Based
Assessment
An assessment process where a final grade or mark is allocated.
Assessment
Process of collecting and interpreting evidence of competence or
achievement and allocation of credit for courses/units of learning
completed by students.
Assessment as Learning
The involvement of students in their own strategies for assessing
unfamiliar tasks and for them to learn how to effectively evaluate
their own and others’ work. Also called self-assessment, peer
teaching and peer feedback. This can include both formative and
summative assessment.
Assessment of Prior
Learning Credit
The application of credit gained from assessment that makes use of
indirect evidence of achievement or competence and/or evidence
from activities that are undertaken without first requiring additional
learning
Assessment schedule
(assessor guidance)NZQA
version
NZQA describe this as statements that specific evidence
expectations that meet the requirements of the standard (evidence
statements). They note that the statements provided clearly
describe performance levels (quality and, where relevant quantity)
that meet the requirements of the standards (judgement
statements). (Source 2012 NZQA moderation report template
Assessment materials –
staff – BoPP expectations
Staff materials
a. Marking schedule - this contains the evidence and the
judgement criteria.
b. Model answers/exemplars.
c. Assessment subject resources - such as specific text or resources
where appropriate.
d. Other terms that are used are Assessor guidelines that contain
evidence and judgement statements, instructions, Marks sheets.
It was agreed that Marking Schedule is the desired term and the
Hardcopies of this document are considered copies of the original.
Please refer to the electronic source (Hinaki) for the controlled latest version.
16
use of ‘guidelines’ should be avoided.
Assessment materials –
students– BoPP
expectations
Student materials include
a. Assessment schedule - this is the plan for carrying out the
process. It provides a list of intended events (assessments) and
time/dates, so it can be thought of as the assessment timetable
– the what, when, where, why, how, and some examples/
exemplars of assessment items such as assignment, practical
test, examination, test/quiz etc.
b. The assessment.
c. Additional assessment instructions such as assessment
conditions, information and resources to be used
d. Evidence statement - what the student needs to produce - in
achievement based assessment this particularly relates to
showing students how they can achieve an A+
Competence Based
Assessment
An assessment process where the student must meet competence
in a prescribed standard in order to gain credit.
Consent and Moderation
Requirements (CMR)
A plan approved by NZQA that outlines an Industry Training
Organisation (ITO) of Standard Setting Body’s (SSB) expectations in
relation to quality of teaching provision and moderation
arrangements. (Formerly known as an Accreditation/Moderation
Action Plan AMAP).
Credit Transfer
The application of credit gained from completing the same course as
part of another programme or at another institute.
Cross Credit
The application of credit for recognition of equivalent study in the
context of another programme or credit resulting from the
successful completion of a process of recognition of current
competency.
Current enrolment period
The time between the start date and the end date of a programme.
This is the period of time for which BoPP receives funding and for
which a student may receive loans and allowances, and sometimes
other funding relief such as childcare.
Diagnostic assessment
An initial assessment that is “primarily designed to help educators to
identify the strengths and weaknesses of learners’ literacy and
numeracy skills. This will help educators develop programmes for
learners that match their needs and strengthen their literacy and
numeracy skills. The assessment tool will also allow learners to track
their progress over time and enable educators and organisations to
report on the progress made by groups or cohorts of learners.”
(accessed 2/10/09
http://www.tec.govt.nz/templates/standard.aspx?id=3662)
Hardcopies of this document are considered copies of the original.
Please refer to the electronic source (Hinaki) for the controlled latest version.
17
Exceptions process for
extensions for resits
The exceptions process is to be developed by the Heads of School
with the Director Academic. It will be based on situations where
there is a one off opportunity only yop demonstrate a particular
competence, or the event is significant to completing the graduate
profile.
Exemption
The waiving of programme requirements without the award of
academic credit (eg exemption from undertaking workplace
training).
Externally enforced
extensions
Situations where extensions to completion are required as an
outcome of awaiting results from an external examination – eg ESTA
and Legal Executive Diploma
Feed forward
A formative mechanism to describe the aspects of feedback that
point towards what to do next, rather than look backwards at what
has or has not been achieved.
Formal Programme
A formal programme is one where learning is assessed. EFTS are
calculated based on the formula [credits/120].
Formative Assessment
Assessment that is used as a strategy for improving learning and
teaching and contains the following elements:
 Clarifies learning intentions at the planning stage
 Shares learning intentions at beginning of sessions
 Involves students in self-evaluation against learning
intentions
 Focuses oral and written feedback around the learning
intentions of lessons and tasks
 Organises individual target setting so that students’
achievement is based on previous achievement as well as
learning aimed for the next level
 Appropriate questioning
 Raises students’ self-esteem via language used in the
learning environment and through celebrating achievement
(Clarke, et al., 2003).
Formative feedback
Feedback using comments, both oral and written, to further develop
learning and significantly affect future improvement.
Grade
The result assigned from a grade table as per the Programme
Regulations.
Moderation
The internal/external processes used to ensure consistency of
assessment and academic standards within the Bay of Plenty
Hardcopies of this document are considered copies of the original.
Please refer to the electronic source (Hinaki) for the controlled latest version.
18
Polytechnic.
New Zealand Qualifications
Framework (NQF)
Collectively all nationally registered and listed qualifications and any
registered unit standards from which they may be derived.
Non-formal Programme
A non-formal programme is one where learning is not assessed.
EFTS are calculated based on the formula [contact hours * 0.0015]
Official Academic Transcript
A report generated from the SMS by the IMU/Academic Recorder
that records a student’s full enrolment and results history, at that
point in time, at Bay of Plenty Polytechnic. The Official Academic
Transcript is printed on paper only available in the IMU and is signed
by the Academic Recorder.
Prize or Award
Recognition of meritorious achievement on a programme by a
student/s selected from their cohort, usually by tutors, using a
process approved by Academic Board.
Reassessment
The entitlement, in accordance with specified programme
regulations, for a student to reattempt or resubmit a required item
of assessment, or part thereof, within or by a stipulated date. A
reassessment is also known as a resit.
Recognition of Current
Competence
A process used for granting academic credit on the basis of
competency demonstrated, but without any formal study
equivalent. (Applied Technology)
Remarking
The entitlement to apply for an assessment item to be formally
marked again. This may involve remarking by another tutor, or by
an external marker. It is more than the situation where marks are
simply re-counted. When an assessment is re-marked it is possible
that the mark/grade will differ from the original mark/grade. Fees
may be prescribed for this.
Scholarship
Financial or other assistance given to an applicant proceeding into a
programme of study, based on stated criteria, and using a process
approved by the Academic Board.
Significant change to
assessment
Situations post approval where there is change to
 The learning outcomes or combinations of learning outcomes
being assessed
 Change to the weighting of the assessment in the overall course
 Change to the type of assessment – e.g. changes from an essay
to a project
Hardcopies of this document are considered copies of the original.
Please refer to the electronic source (Hinaki) for the controlled latest version.
19
Short Award
(also known as a Training
Scheme)
Standards based
assessment
A formal programme of less than 40 credits where learning is
assessed.
Student Profile
A word-processed record generated at School level that is provided
to give students a progress report on their assessment achievement.
Summative Assessment
Assessment which identifies and summarises achievement at a
particular time in the learning process, and measures achievement
for credit purposes including certification, results or unit standards.
Summative feedback
Refers to what was and was not achieved in past work, summarises
achievement, contributes towards a final grade.
Testamur
The official certification document which contains the official seal of
the institution.
Nationally registered outcome statements performance criteria and
administrative information
Unit Standards
9.
Assessment that gives a clear message to learners and teachers
about what students specifically need to learn, the standard
expected and whether the standards have been met. This can be in
the form of achievement based assessment or competency based
assessment.
DOCUMENT CONTROL
Approving body:
Responsibility:
First point of contact:
First approved:
This version approved:
Applies from:
Review due:
Academic Board
Director Academic
Academic Quality Advisor/Academic Manager
May 2013 Academic Board.
May 2013 AB13/82 and AB13/83
June 2013
June 2016
Reference to APL, Cross Credit and Credit transfer removed with the
approval of TL02 Assessment of prior learning and recognition of
academic credit. March 2016
Hardcopies of this document are considered copies of the original.
Please refer to the electronic source (Hinaki) for the controlled latest version.
20