Academic Statute – StatuteDocument Title Academic StatuteDocument Number SA101Owner EIT\academic & student services directorDeveloper EIT\academic & student services director

Quality Management System

1 Purpose of the Statute

2 Definitions

3 Academic BoardPreliminary and IntroductionAcademic Board

Membership of the Academic BoardAcademic Appeals CommitteeInstitutional Academic Committee (formed July 2014) Strategic Research CommitteeResearch Ethics and Approvals CommitteeAcademic Approvals Committee (formerly Programme Approval and Review Committee)Programme Cluster Committee (formerly FAC)Animal Ethics Committee

4 Advisory Committees

Academic Regulations

5 Admission and EnrolmentAdmissionSpecial AdmissionEnrolmentCancellation of a Course or ProgrammeLimitations on Admission and Enrolment

6 FeesRefund of Fees – Domestic StudentsRefund of Fees – International Students

7 Academic Requirements and Unsatisfactory Progress

8 Changes to Enrolment in ProgrammesWithdrawal from Course/Programme (Domestic Students)Withdrawal from Course/Programme (International Students)Transfer of Enrolment

9 Assessment MattersGeneralChallenging Assessment Decisions

RecountsReconsideration of Assessments

Appeals Against a Grade

10 Examinations

Electronic Devices and Mobile PhonesUnauthorised MaterialCommunicationConduct of Examinations: Special AssistanceExamination Supervisors Guidelines

11 Academic Misconduct Suspected Academic MisconductPenalties for Academic Misconduct

12 Grading SystemsRestricted Pass

13 Special Assessment CircumstancesAvailability of Marked Assessments

15 Programme Regulations and Course InformationProgramme RegulationsCourse Information

16 Eastern Institute of Technology AwardsRecognition of Study

Certificate of ProficiencyAwarding of QualificationsQualifications

CertificateDiplomaBachelors DegreeBachelors Degree with HonoursConjoint or Double Bachelors DegreeGraduate CertificateGraduate DiplomaPostgraduate CertificatePostgraduate DiplomaMasters DegreeShort Course AwardAttendance Award

Conferral of Degrees and Award of QualificationsThe Conferral of Honorary DegreesConferral of an EIT MedalConferral of a Distinguished Alumni AwardEIT SealAcademic Dress

17 GraduationStudent ExpectationConfirmationResultsEligibility to Graduate CheckAuthorisation of Eligibility to GraduateDouble MajorsNotification of EligibilityGeneration of CertificatesFormal Ceremony

Mail OutGraduation in CouncilGraduation and Non EIT AwardsEIT AwardsRecognition of AchievementAcademic RecordStatement of AttendanceExternal CertificateQualification TerminologyOther Provider Awards

18 DelegationsGeneral Provisions on Academic DelegationsDelegations by Council Delegations to the Chief Executive

Schedule 1

Academic Dress RegulationsPost Graduate Regalia

Version Control PanelVersion Changes Approval

Effective 2017 Addition of new clauses 5.6, 5.7Replacement clauses 6.6, 6.6.1, 6.7, 6.8, 6.9, 6.9.1, 6.9.2Replacement Section 8

Academic Board 12 December 2016

Addition of new clause 8.4.1 Academic Board 13 February 2017

Academic Statute

1 Purpose of the Statute

The Academic Statute states the rules for the governance of the Eastern Institute of Technology (EIT) to ensure compliance with all relevant legislation and educational requirements. From this Statute management procedures are developed and made available through the Quality Management System (QMS).

1.1 This Statute was enacted on 1 February 1999 by resolution of the Council of EIT pursuant to the powers in section 194 of the Education Act 1989.

This amendment was approved by Council on 20 June 2005.

1.2 This Statute shall apply to all programmes and courses within EIT and shall prescribe the conditions under which awards are granted on the completion of programmes.

1.3 This Statute shall be read in conjunction with the documented procedures of the EIT’s Quality Management System. Should there be a conflict between this Statute and other documented procedures, specific regulations or rules, this Statute shall prevail unless it is stated otherwise.

1.4 Any amendments to this Statute must be approved by the Academic Board and Council, and either be incorporated in the published information on programmes and courses or be notified in writing to all students affected by the variation.Approved at Council, May 2013, Minute 7.1. It was resolved that:“Council approval of changes to the Academic Statute be delegated to the Chairperson of the Academic Board through to the end of February 2015 and that Council be informed through the Academic Board minutes of all changes”.

1.5 Programme specific regulations not covered in the Statute must be approved by the Academic Approvals Committee.

1.6 Where the programme leads to an award by an external authority then where this Statute is in conflict with the regulations of that authority, the regulations of the external authority shall apply, unless the Academic Board determines otherwise.

1.7 This Statute shall be reviewed regularly.

2 Definitions

In this Statute, unless the context otherwise requires, the following definitions shall apply:

"Academic Appeals Committee" means the Committee as constituted under Section 3 of this Statute.

“Academic Approvals Committee” – a committee of Academic Board delegated authority for the evaluation and approval of new programmes, qualifications and changes to programmes and qualifications.

"Academic Board" of EIT constituted under Section 3 of this Statute.

“Academic Credit” means credit granted through successful completion of assessment and/or recognition of prior learning. (TANZ definition).

Specified credit is where there is a substantial match of learning outcomes, level and credit value between the previously assessed and credited source course or non-formal learning and the target EIT course for which credit is sought and which is identified by Course Code.

Unspecified credit is where there is a match of level, and some alignment of previously assessed and credited source Courses or of non-formal learning, with the Graduate Profile of the target EIT programme, but where there is no substantial match to specific EIT course(s) of the programme.

"Academic Penalty" means the recording of a fail grade on a student's academic record.

"Academic Record" means the student's archived accumulated record which includes courses and their grades, year achieved, levels and credits and qualifications awarded by EIT.

"Advisory Committee" means one of the Committees as constituted under section 4 of this Statute.

"Affected" means influenced in some way. For time constrained items such as tests, examinations, and presentations this may be inability to attend any or all of the event, or diminished performance. For other items it may be the inability to meet deadlines, or diminished performance within deadlines.

“Applicant” - The (potential) student who applies for Credit Recognition and Transfer/ Recognition of Prior Learning.

“Approved Qualification” - For New Zealand qualifications, an “approved qualification” means any qualification listed on the New Zealand Qualifications Framework (NZQF). For overseas qualifications, an “approved qualification” means the Programme Cluster Committee (PCC) has endorsed that the qualification and its courses meet the requirements for credit recognition.

Source Qualification - The qualification containing the completed course/s which is being used as evidence of prior learning.

Target Qualification - The qualification towards which the recognised credit contributes (a qualification delivered at EIT).

“Assessment validator” has assessment expertise as well as specialised knowledge in the subject area being assessed and validates the Assessor’s decision.

“Assessor” – An EIT staff member who carries out assessment against the CRT/RPL assessment criteria. The Assessor has assessment expertise as well as specialised knowledge in the subject area being assessed.

"Cheating" is any fraudulent response whatsoever by students to any item of assessment, including any action which may otherwise defeat the purpose of the assessment.

“Chief Executive" means the person appointed by the Council to the office of Chief Executive of EIT or the acting Chief Executive in the absence of the Chief Executive.

"Co-requisite" means one or more specified courses that must ordinarily be taken in conjunction with another course.

“Course” - The smallest component of a programme in which a student may enrol, and for which a student may apply for and be awarded CRT or RPL.

Source Course is the previously completed course which is being used as evidence of prior learning. This may be another EIT course or one from any other provider.

Target Course is the EIT course for which the credit is to be recognised.

“Council" means the governing body of EIT, established under the Education Act, 1989.

“Course" is the smallest component in which a student may enrol and may be made of one or more modules or unit standards.

“Credit" is the value assigned to a course and or unit standard(s) to reflect the time taken to successfully complete the learning outcomes. Normally 1 credit is 10 hours of learning.

“Credit Transfer (CT”) is the granting of credit towards a programme on the basis of credit for identical assessment standards or courses already earned in another programme and/or in another institution.

External Credit Transfer is the granting of credit towards a programme offered by EIT through Credit Transfer where previous study has been completed at another Tertiary Education Organisation either within New Zealand or overseas.

Internal Credit Transfer means the granting of credit towards a programme offered by EIT through Credit Transfer where previous study has been completed at EIT.

“Cross Credit (CC)” is credit awarded for having successfully completed a similar course to the required standard (delivered at Institutes of Technology and Polytechnics (ITPs) or other comparable institutions) (TANZ definition).

“CRT/RPL Assessment” is a structured process of gathering evidence and making judgments about the applicant’s knowledge and skills compared to the CRT/RPL assessment criteria.

“CRT/RPL Assessment criteria” is the criteria against which the applicant’s eligibility to be awarded credit for CRT/RPL is assessed.

“CRT/RPL Facilitator (CRF)” is the person coordinating the CRT/RPL process. The CRT/RPL facilitator is the contact person for the applicant during this process.

“Dean" means the person appointed by the Chief Executive as the head of the Faculty responsible for the delivery of the specified programmes and courses.

“EIT” means the Eastern Institute of Technology.

“Equivalent Full Time Student" or "EFTS" is a unit of measurement of student enrolments. One EFTS is the workload that a full time student would normally undertake in one year.

“Established Cross Credit Schedule” lists CRT/RPL approved cross credits for course(s) as per PCC minutes. The Established Cross Credit Schedule is attached as an appendix to the Programme regulations.

“Evidence” - Information provided by the applicant to demonstrate their knowledge and skills as required by the CRT/RPL assessment criteria.

“Exemption" means recognition (but not a cross credit) for a substantially equivalent prescribed course for which the student may then choose an alternative course of study.

"Head of School" means the manager of the school responsible for the programme or course being taught.

“Institutional Academic Committee” means the Committee as constituted under Section 3 of this Statute.

“Moderation" is the process of ensuring that assessment activities are fair, valid and reliable and consistent with required standards.

“Monitoring" is the process of overseeing the delivery of a programme, to ensure that the terms of approval and accreditation continue to be met. For new degree programmes monitoring is undertaken by a monitor or monitors appointed by NZQA.

“NZQA" means the New Zealand Qualifications Authority.

“Plagiarism" is the act of taking and using another's work as one's own without proper acknowledgment and includes:

i) copying the work of another student;ii) copying directly from textbooks, the web and other work without correct citation;iii) failing to acknowledge sources, including student’s own work used for another purpose.

"Prerequisite" means one or more specified courses which will normally be completed before the student is permitted to enrol in a course for which they are a prerequisite.

“Programme” - A self-contained block of study or a combination of courses leading to an approved award.

“Programme Cluster Committee (PCC)" means the committees established by the Academic Board as constituted under Section 3 of this Statute.

“Programme Cluster Committee (PCC)” is the academic decision making committee responsible for attending to academic decisions for the current year’s enrolled students in usually a School. The PCC evaluates and approves assessment results including CRT/RPL assessments.

"Programme Coordinator" means the academic staff member appointed by the Dean to be responsible for the management and academic development of a programme.

"Qualification" means the credential awarded upon successful completion of a programme that has been approved by the Academic Board, NZQA, and/or other professional bodies.

"Reassessment" is a further opportunity granted under specified conditions, for an enrolled student to demonstrate competence in the learning outcomes of a unit standard or course. Reassessment is applicable to one or more assessment items.

"Recount" means a careful rechecking of marks recorded by examiners and ensures no answer or portion of an answer has been overlooked in the marking/addition.

“Recognition of Prior Learning (RPL)” – a process that makes use of evaluation evidence of academic achievement and/or work/life experience to assess relevant learning.If successful, it results in the award of credit in recognition of knowledge and skills currently held, regardless of how, when or where the learning occurred. Students may have acquired the knowledge and skills through formal learning (e.g. study) or non-formal learning (e.g. work and/or life experience) (see Definitions).

RPL (formal learning) Structured, intentional and achieved through credit-earning programs/courses.

RPL (non-formal learning) Intentional and gained through participation in non-credit courses; workplace-based training, or workshops; Informal Learning: Incidental and gained through life experience, workplace-based tasks, volunteer activities, self study, hobbies, family responsibilities, etc.

"Re-mark" is the marking of an item of assessment by an academic staff member other than the academic staff member who initially marked the item.

"Research Committee" means the Committee as constituted under Section 3 of this Statute.

"Restricted Pass" is a grade awarded to a student which allows the student to count the credits for the course for the purposes of completing a qualification, but not as a prerequisite for further study.

“Strategic Research Committee” means the Committee as constituted under Section 3 of this Statute.

"Student" is a person enrolled for one or more courses at EIT.

"Summative assessment" is any item of assessment, the completion of which contributes to the final grade and credits awarded to the student of a course.

“Unit Standard” - a nationally recognised, coherent set of learning outcomes and associated evidence requirements together with technical and management information that supports delivery and assessment. All unit standards are registered on the NZQA Directory of Assessment Standards, assigned a level and credit level, and may contribute to the award of a qualification registered on the New Zealand Qualifications Framework.Unit standards provide a link with technical and vocational training.

Source Unit Standard - The previously completed unit standard which is being used as evidence of prior learning.

Target Unit Standard - EIT’s unit standard for which the credit is to be recognised.

3 Academic Board

PRELIMINARY AND INTRODUCTION

3.1 At all meetings of the Academic Board, committees or subcommittees established either by Council or under this Statute, unless otherwise expressly stated:

3.1.1 A quorum shall consist of a majority of the number of voting members;

3.1.2 If no person is authorised by this Statute to chair the meeting, or if s/he is absent, then those present shall elect one of their number to take the chair;

3.1.3 All resolutions shall be proposed by one member and seconded by another, and any such resolution shall be passed or rejected according to the voting of the members present;

3.1.4 The person in the chair at the meeting shall have a deliberative vote, and in the case of an equality of votes, shall also have a casting vote;

3.1.5 The proceedings and resolutions of every meeting shall be formally recorded and retained;

3.1.6 It is the sole responsibility of the person in the chair of a meeting to communicate the decisions reached, and other members should not discuss these outside of the meeting unless specifically authorised to do so.

3.1.7 If a member is unable to attend a meeting of Academic Board or its subcommittees, he or she may nominate an alternate member to participate in the Board or subcommittee deliberations. Alternate members do not have any voting rights, and nominations must be approved by the Chair of Academic Board (on behalf of Council) prior to the meeting. Attendance of an alternate member must be communicated to the Secretary of the Board before the meeting.

3.2 Subject to this section and this Statute the Academic Board, committees or subcommittees established either by Council or under this Statute shall regulate their own procedure, drawing on the principles of natural justice.

ACADEMIC BOARD

3.3 The Council shall establish an Academic Board as a subcommittee of Council pursuant to s182 of the Education Act 1989.

3.4 The Academic Board shall, in terms of the Education Amendment Act 1990 and within the Charter, Mission Statements and Profile of EIT, be responsible to the Council for:

3.4.1 Advising the Council on academic policies, directions and developments at EIT;

3.4.2 Advising the Council on matters relating to programmes of study or training, awards, and other academic matters;

3.4.3 Advising the Council with respect to the approval of new courses and programmes, the review and disestablishment of existing programmes;

3.4.4 Approving programme regulations and monitoring their implementation;

3.4.5 Developing, approving and reviewing EIT’s Quality Management System with respect to academic matters and their implementation;

3.4.6 Advising the Council on the development of operating procedures in relation to academic matters so that academic standards are able to be met;

3.4.7 Advising Council on the issue and conferring of the awards of EIT to which the common seal of EIT is affixed.

3.5 The Academic Board shall act in accordance with delegated authority from Council.

3.6 The Academic Board shall furnish the minutes, resolutions and recommendations of all Academic Board meetings to Council.

3.7 The Academic Board shall foster effective teaching and learning, research and scholarship.

3.8 The Academic Board shall establish committees to carry out functions on its behalf. These committees shall be: The Programme Cluster Committees, Research Committee, Academic Appeals Committee, Academic Approvals Committee and the Institutional Academic Committee.

3.9 The composition of Academic Board is:

3.9.1 Chief Executive (Chair);

3.9.2 Deputy Chief Executive (ex officio);

3.9.3 Director Academic & Student Services;

3.9.4 Two staff members with academic quality and curriculum design expertise;

3.9.5 Deans of Faculties;

3.9.6 Three (3) to Five (5) current staff members;

3.9.7 One current student representative nominated by the EIT Students' Association;

3.9.8 Library and Learner Services Manager;

3.9.9 Director, Tairāwhiti campus;

3.9.10 One current senior academic staff member, Tairāwhiti campus.

3.10 The final decision on the staff membership of the Academic Board will be made by the Council, after receiving the recommendation of the Chief Executive, and bearing in mind the following:

3.10.1 Membership will normally be for a maximum two year term.

3.10.2 Staff members will be drawn in the main from academic staff in the faculties, but may include other staff.

3.10.3 Membership should reflect the range of disciplines delivered at EIT.

3.11 When a staff vacancy occurs, the CE will ask for nominations from one or more Deans and/or the Director Academic & Student Services. The nominations submitted should include a brief CV, and supporting statement from the nominator and their manager.

3.12 The final decision on the student membership of the Academic Board will be made by the Council, after receiving a recommendation from the EIT Student Association.

ACADEMIC APPEALS COMMITTEE

3.13 The function of the Academic Appeals Committee shall be to hear and determine, on behalf of the Academic Board, appeals by students against decisions of a Programme Cluster Committee or Dean and to hear any other appeals by students which the Academic Board may, in its absolute

discretion, agree to hear.

3.14 The Chairperson of the Academic Board shall be responsible for convening the Academic Appeals Committee to hear any appeals as soon as reasonably practical.

3.15 The membership of each Academic Appeals Committee will be determined by the Chairperson of the Academic Board and will have the following minimum membership:

3.15.1 Chairperson;

3.15.2 Two (2) EIT staff members, none of whom shall be a member of the Faculty(s) involved in the appeal;

3.15.3 One person who is a nominee of the EIT Students’ Association;

3.15.4 Other members may be appointed to ensure a balance of membership appropriate to the nature of the appeal.

3.16 No person having a conflict of interest with respect to the appeal under consideration shall serve on the Academic Appeals Committee.

3.17 The Academic Appeals Committee shall make decisions by majority vote and the Chairperson shall have a deliberative vote only and not an additional casting vote.

3.18 The decision of the Academic Appeals Committee shall be deemed to be the decision of the Academic Board.

INSTITUTIONAL ACADEMIC COMMITTEE

3.19 The Institutional Academic Committee (IAC) shall be responsible to the Academic Board.

3.19.1 The Institutional Academic Committee is a subcommittee of the Academic Board and the membership of the Institutional Academic Committee must be approved by the Academic Board;

3.19.2 While 3.22 defines the ongoing responsibilities of the Institutional Academic Committee, the office of the Deputy Chief Executive (which incorporates the Academic and Student Services section) on behalf of the Academic Board and the Executive, will define annually objectives for the Institutional Academic Committee.

3.20 The purpose of the Institutional Academic Committee is to:

3.20.1 Ensure there is institutional academic oversight to connect operational activity (Institutional Academic Committee, Schools, Faculties), strategic directives (including the Executive, Teaching and Learning Steering Group) and, quality assurance processes and academic decision making (Academic Board, Academic Approvals Committee (AAC), Programme Cluster Committees (PCC));

3.20.2 Monitor performance and consistency, and evaluate and guide the Programme Cluster Committees;

3.20.3 Provide oversight of programmes of study and qualifications1 ensuring that these remain relevant, up to date, and meet internal and external quality assurance requirements.

1 EIT will continue to design/own undergraduate and postgraduate qualifications (level 7 to 9). Qualifications at levels 1 to 6 will be designed externally and the programmes to achieve them accredited and/or approved to EIT.

3.21 The Chair of Academic Board will appoint an Administrator to convene regular and cyclic meetings of the Institutional Academic Committee. In extenuating circumstances additional meetings may be convened.

3.22 The powers and functions of the Institutional Academic Committee shall be to: 3.22.1 Ensure the consistency and quality of practice and decision making by the Programme Cluster

Committees;3.22.2 Provide the Programme Cluster Committees and the Schools with direction/advice and

leadership related to academic quality, consistency and alignment with strategic direction;3.22.3 Receive, approve and evaluate for consistency, quality and alignment to institutional

directives the programme cluster self-assessment report summaries and then monitor changes/actions required;

3.22.4 Receive, interpret and provide advice on implementation of relevant information generated internally including the Executive, Academic Board, Educational Development Centre (EDC) and Service Sections, and externally from degree monitors and external moderation reports, NZQA/TEC (referred from Deputy Chief Executive, Director Academic and Student Services and/or EDC) for the betterment of educational practice and quality across the institution;

3.22.5 Provide operational oversight and management of the academic portfolio;3.22.6 Monitor EIT performance in external moderation of assessment against assessment

standards (ITO and NZQA), moderation with other educational organisations, and achievement in events for monitoring consistency of graduate outcomes for New Zealand qualifications;

3.22.7 Ensure that the quality assurance processes used in all programmes comply with the Quality Management System and academic standards;

3.22.8 Report to Academic Board and/or the Executive as required and make recommendations to Academic Board and/or the Executive as deemed necessary.

3.23 Membership of the Institutional Academic Committee shall be: 3.23.1 The chairperson shall be appointed by the Chair of Academic Board;3.23.2 As a guideline a minimum of three members should be domiciled at the

Tairāwhiti campus;3.23.3 The Deputy Chief Executive;3.23.4 Educational Development Centre manager;3.23.5 The Deans; 3.23.6 The Tairāwhiti Campus Director;3.23.7 The Director Māori; 3.23.8 The Director Academic and Student Services;3.23.9 Two Heads of School, appointed by the Institutional Academic Committee Chair;3.23.10 Two Academic Staff Members (not managers) appointed by the Institutional Academic

Committee Chair. Ideally these should be drawn from experienced staff across the faculties and campuses, but are not deemed a representative of their faculty/campus;

3.23.11 Secretarial support is provided by Central Academic Administration.

In addition to the membership the committee can call on specialist knowledge experts as appropriate. 3.23.12 Specialist Knowledge Experts, one per specialist area, participate when matters specific to

and requiring their specialist knowledge are being considered. These include, but are not limited to specialist knowledge experts for foundation education, and postgraduate study.

3.23.12.1 Specialist knowledge experts should be appointed for a minimum period of one year by the Institutional Academic Committee Chair after consultation with the Institutional Academic Committee;

3.23.12.2 The Institutional Academic Committee Chair should seek nomination from the Deans or Director Māori for suitable persons for the roles of Specialist Knowledge Experts;

3.23.12.3 Specialist knowledge experts are non-voting members of the Institutional Academic Committee.

3.24 As a sub-committee of Academic Board, the Institutional Academic Committee will report to the Academic Board monthly the minutes of each IAC meeting including matters for Academic Board approval, consideration, and information, and intentions to convene specialist working groups (see 3.27).

3.25 The minutes of each Institutional Academic Committee meeting will be provided to the Executive for information, highlighting matters of significant strategic relevance.

3.26 The Institutional Academic Committee will complete a Self-Assessment report annually to be submitted to Academic Board and the Executive.

3.27 As required the Institutional Academic Committee may convene working groups to undertake reviews or projects that better inform the Institutional Academic Committee or benefit the greater institution. The formation of a working group and/or the undertaking of a review or project requires the consent of the Academic Board Chair.

STRATEGIC RESEARCH COMMITTEE

3.28 The EIT Strategic Research Committee will lead the strategic development of research at EIT.

3.29 The role of the committee is to:

3.29.1 Develop and monitor EIT’s strategic framework for research;3.29.2 Develop and monitor EIT’s annual objectives and success measures related to research;3.29.3 Plan for EIT’s ongoing, successful participation in the Performance-Based Research Fund;3.29.4 Design and oversee EIT’s organizational architecture to sustain an effective research culture

(including internal and external communications related to research, applying for external research funding, providing research training for staff, organising research seminar series, and promoting and incentivising research.

3.29.5 Engage with and lobby, as appropriate, government funding agencies and external organisations in support of the critical role of research within ITPS.

3.30 Membership of the Strategic Research Committee includes:

3.30.1 Deans;3.30.2 EIT Professors;3.30.3 Two Academic and Student Services staff members; 3.30.4 Deputy CEO (ex officio); not a member3.30.5 Members of Academic staff, as nominated by the Professors and/or supported by the

respective faculty Dean. 3.30.6 One external representative experienced in research (optional).

The Chair of Academic Board will determine membership for revolving committee positions. The duration of committee membership is two years for the external representative and research champion positions.

3.31 Meetings:3.31.1 The meetings are chaired by a Professor (other than the Director, Research);3.31.2 The position of Chair will rotate every two years;

3.31.3 Meetings are held as necessary, but at least three times per year;3.31.4 Secretarial support is provided by the Executive Administrator – Academic & Research.

3.32 The Strategic Research Committee, as a sub-committee of Academic Board, will report to the Board and to the Executive Team as required, after a meeting has been held.

RESEARCH ETHICS AND APPROVALS COMMITTEE

3.33 Purpose of Committee

The EIT Research Ethics and Approvals Committee has been established to ensure that EIT research is conducted within appropriate ethical guidelines and that records are maintained of all research

conducted at EIT.

3.34 Functions

The role of the Research Ethics and Approvals Committee is to:

3.34.1 Develop and oversee EIT’s research and human ethics policy framework;3.34.2 Organise training in ethical review for committee members as necessary;3.34.3 Review all research applications sent to any externally registered ethics committee;3.34.4 Review and approve (or not) all EIT research projects except those sent to any externally

registered ethics committee;3.34.5 Oversee training and support, as necessary, to ensure that staff understand and conform to

the Institute’s research approval requirements;3.34.6 Maintain records of all research conducted at EIT.

3.35 Composition of Committee

Membership of the EIT Research Ethics and Approvals Committee includes:

3.35.1 Minimum of three EIT Research Professors and/or Associate Professors;3.35.2 One Academic and Student Services staff member;3.35.3 One staff member from each Faculty, plus one additional staff member from a Faculty that

teaches postgraduate programmes; and3.35.4 One member external to EIT.3.35.5 At least one member of the committee must have experience in Maori research

methodology; at least one member must have legal expertise, and Faculty staff members will be appointed with cognisance of representation across campuses.

3.35.6 The Chairperson of Academic Board will determine membership for revolving committee positions (Professors, Associate Professors, and the Academic and Student Services staff member), and for the Chairperson.

3.35.7 The position of the Chairperson may rotate every three years, as determined by the Chairperson of the Academic Board.

3.35.8 The duration of committee membership is two years for the external member and for the Academic and Student Services staff member, and three years for Faculty staff members.

3.35.9 The Committee will forward nominations for the external member to the Chairperson of Academic Board.

3.35.10 Deans will nominate their Faculty staff member.

3.35.11 The Committee will have the power to co-opt up to two members from time to time as required and will forward such nominations to the Chair of Academic Board for approval.

3.36 Meetings3.36.1 Meetings will be held monthly.3.36.2 Secretarial support is provided by the Executive Administrator – Academic & Research.

3.37 Reporting and Communication3.37.1 As a sub-committee of Academic Board, the EIT Research Ethics and Approvals Committee will report to the Academic Board in February of each year. The report will list research approvals in the previous year and make recommendations about research ethics policy, training or other relevant matters.3.37.2 The minutes of the EIT Research Ethics and Approvals Committee are forwarded to the Academic Board for information after each meeting.

ACADEMIC APPROVALS COMMITTEE

3.38 The Academic Approvals Committee shall be responsible to the Academic Board. 3.39 The purpose of the Academic Approvals Committee is to:

3.39.1 Ensure that quality assurance standards are maintained in programmes; 3.39.2 Provide peer review and scrutiny of programme/course approval documentation and

accreditation applications for both new qualifications and/or programmes and changes to qualifications and/or programmes;

3.39.3 Make recommendations on new qualification proposals to the Academic Board for final internal approval;

3.39.4 Provide final approval for all programme and/or qualification changes, new courses and programmes of study.

3.40 All new programmes and or qualifications require approval in principle (Concept Plan) by the Academic Approvals Committee and the Executive prior to their development.

3.41 All new qualifications are subject to approval by the Academic Board. All new programmes and review of existing qualifications and/or programmes are subject to approval by Academic Approvals Committee.

3.42 The Chair of Academic Board will appoint an Administrator to convene regular and cyclic meetings of the Academic Approvals Committee. In extenuating circumstances additional meetings may be convened.

3.43 The powers and functions of the Academic Approvals Committee shall be to: 3.43.1 Evaluate new qualification proposals (approve academic details, programme regulations,

curricula and institutional capability) and make recommendations on such proposals to the Academic Board including criteria and processes for the approval of the proposed qualification;

3.43.2 Approve new programme proposals;3.43.3 Approve proposed changes to approved programmes and/or qualifications; 3.43.4 Approve proposals for field/subfield Consent to Assess and make recommendations to the

Academic Board; 3.43.5 Provide feedback to programme developers and coordinators on proposals; 3.43.6 Monitor procedures and criteria for the recruitment, selection and admission of students to

programmes;3.43.7 Ensure that the quality assurance processes used in all programmes comply with the QMS

and academic standards;3.43.8 Ensure that programme curricula are continually maintained and developed;3.43.9 Evaluate and ensure proposals for new, or changes to, programmes and/or qualifications

align with the strategic directivities of the institution as defined by the Academic Board and the Executive;

3.43.10 Report to Academic Board monthly through meeting minutes and/or the Executive as required and make recommendations to Academic Board and/or the Executive as deemed necessary.

3.44 Membership of the Academic Approvals Committee shall be:3.44.1 The chairperson shall be appointed by the Chair of Academic Board; 3.44.2 Central Academic Administration Manager; 3.44.3 Director Academic and Student Services;3.44.4 Two nominated representatives from the Educational Development Centre;3.44.5 One Faculty Education Advisor from each Faculty;3.44.6 Two Academic Staff Members (not managers) and appointed by the Academic Approvals

Committee Chair. Ideally these should be drawn across the faculties and campuses, but should not be deemed representatives of that faculty/campus;

3.44.7 Specialist knowledge experts, one per specialist area, participate when proposals specific to their specialist area are being considered. These may include, but are not limited to, Specialist knowledge experts for foundation education, post graduate study, and Māori.

3.45 The Academic Approvals Committee may appoint subcommittees as required to advise it on matters relating to programme approval and review, accreditation, and the maintenance of academic standards.

3.46 The Academic Approvals Committee will monitor decisions made through delegations from the Academic Board to a named role(s) through receipt of the minutes of the decisions made. Those with delegated authority from the Academic Board will report regularly to the AAC. The Academic Approvals Committee will report regularly to the Academic Board on the performance and activity of any delegated authority the Academic Board has deemed will report to the AAC. The reporting frequencies will be assigned at the time of the Academic Board establishing the delegation to the named role(s).

3.47 The Academic Approvals Committee will complete a Self-Assessment report annually to be submitted to Academic Board and the Executive.

3.48 As a sub-committee of Academic Board, the Academic Approvals Committee will report to the Academic Board the minutes of the Academic Approvals Committee for information and for submission of recommendations for Academic Board approval, after each meeting.

PROGRAMME CLUSTER COMMITTEE3.49 There shall be established a Programme Cluster Committee (PCC) for each School or programme

cluster area. Schools are required to minimise committee numbers into very broad academic clusters. This enables efficiency of meeting processes and better sharing of good educational practice.

3.49.1 A Programme Cluster Committee is a subcommittee of the Academic Board and thus the establishment of a Programme Cluster Committee must be approved by the Chair of

Academic Board;3.49.2 The Executive member accountable for an academic area is responsible for recommending

the establishment of a Programme Cluster Committees to the Chair of Academic Board;3.49.3 The Institutional Academic Committee is responsible for monitoring and reporting on the

performance and activities of the Programme Cluster Committees to Academic Board;3.49.4 The Programme Cluster Committee may not, without the approval of Academic Board,

delegate its responsibility for decision making for clauses (3.50.3), (3.50.4), (3.50.6) or (3.50.8) in section 3.50.

3.50 A Programme Cluster Committee shall be responsible for:

3.50.1 Ensuring that the quality assurance processes used in all programmes for which it is responsible, comply with the Quality Management System and academic standards;

3.50.2 Ensuring the maintenance of required standards of assessment, grading, and moderation procedures;

3.50.3 Formally approving a student’s programme or course assessment results; 3.50.4 Monitoring the academic progress of students and confirm where students are eligible to be

awarded qualifications; 3.50.5 Monitoring the implementation of review recommendations; 3.50.6 Receiving annual programme self-assessment reports, following up and monitoring any

actions arising and summarising these reports as appropriate for consideration by the Institutional Academic Committee, the Academic Board, Faculty Management Team and the Executive;

3.50.7 Reporting to Institutional Academic Committee as required and making such recommendations to Academic Board as deemed necessary;

3.50.8 Implementing sanctions for academic misconduct, and managing decision making for student applications for consideration on academic misconduct or other matters within the provision of relevant policy and procedures; 3.50.8.1 Any individual with conflict of interest with respect to an appeal under

consideration by the Programme Cluster Committees shall abstain from any decision making.

3.51 Membership of a Programme Cluster Committee shall be on recommendation of the Executive member accountable for an academic area to the Institutional Academic Committee and shall comprise at least the following: 3.51.1 IAC members (ex officio);3.51.2 The Head of School, Group Manager, Assistant Head of School or Manager one of whom shall

be chairperson; 3.51.3 Academic Staff;3.51.4 Faculty Education Advisor; 3.51.5 Each Programme Cluster Committee should have at least eight members. As a guide, a minimum of five members should be experienced academic staff (these would likely be programme coordinators), and must reflect programme portfolio and multi campus scope.

3.51.6 In exceptional circumstances where the programme cluster has insufficient resource to have eight members, then the Executive member accountable for an academic area can recommend to the Institutional Academic Committee an alternative constitution of the Programme Cluster Committees membership (including seconding membership from other programme areas or reducing the minimum number members).

3.51.7 Secretarial support is provided by the associated faculty/school/section.

3.52 The Programme Cluster Committees will implement delegated responsibility for specific academic decision making. The PCC will not further delegate any responsibility to any individual. Matters requiring further delegation of authority for academic decision making will be reported on through meeting minutes and subsequently addressed by the Academic Board.

3.53 The minutes of the Programme Cluster Committee are to be forwarded to the Institutional Academic Committee for information after each meeting.

ANIMAL ETHICS COMMITTEE

3.54 The Animal Ethics Committee (AEC) will maintain standards of animal management that meet the purposes of Part 6 of the Animal Welfare Act 1999. The AEC will ensure that standards of animal management meet or exceed those detailed in the National Animal Ethics Advisory Committee (NAEAC): Good Practice Guide for the Use of Animals in Research, Testing and Teaching. No animals will be used for teaching purposes without having approval by the AEC.

3.55 This Code of Ethical Conduct (CEC) complies with all the requirements of the Animal Welfare Act 1999 so that animals as defined by this Act can be used for teaching at EIT. In particular, the CEC complies with section 80 and 100 of the Act.

Section 80 sets out the purposes of the regulatory system for the use of animals in science and in particular, stipulates that efforts must be made to reduce the number of animals used, refine invasive techniques to increase benefits gained and replace the use of animals with alternative methods where these are appropriate.

Section 100 covers criteria for considering any application for the approval of a project and in setting, varying, or revoking conditions of the approval of a project.

3.56 The functions of the EIT Animal Ethics Committee (AEC) are:

3.56.1 To consider and determine applications for the approval of teaching projects;3.56.2 To set, vary, and revoke conditions of approvals;3.56.3 To monitor compliance with conditions of approvals;3.56.4 To monitor animal management practices and facilities;3.56.5 To ensure compliance with the terms of the CEC;3.56.6 To consider and determine applications for the renewal of approvals;3.56.7 To suspend or revoke, where necessary, approvals;3.56.8 To recommend amendments to the CEC to Academic Board.

3.57 The AEC committee will consist of the following:

3.57.1 Two internal fixed position members appointed by the CE as follows: A chairperson subject to the endorsement of the AEC; An executive officer for administration matters;

3.57.2 A minimum of three (maximum of six) internal members, appointed by the CE in consultation with the chairperson, that add to the collective knowledge and experience of the other internal members to provide the following:

Capability of evaluating benefits of proposals and competency of proposer; Experience in laboratory animal management; Experience in horse husbandry; Experience in maintaining animal welfare standards; Experience in sheep and cattle husbandry; Experience in animal biology.

3.57.3 Four independent external positions to the organisation nominated as follows:

A veterinary surgeon nominated by the New Zealand Veterinary Association, A person nominated by an approved animal welfare organisation such as the Society for

the Prevention of Cruelty to Animals (SPCA), A person nominated by a local territorial authority or regional council, A lay-person to represent the general public.

3.58 The AEC will meet at least twice a year and on additional occasions when required.

3.59 The AEC will provide an annual report to the Academic Board summarising its activities over the previous year. This will include information such as the number of protocols approved, difficulties encountered, complaints received and a copy of the Animal Use Returns required by the Animal Welfare (Records and Statistics) Regulations 1999.

3.59.1 The AEC will forward all minutes of all meetings to the Academic Board in a timely manner.3.59.2 The AEC may at any time, as deemed appropriate, notify Academic Board of the need to

amend the CEC.4 Advisory Committees

4.1 An Advisory Committee for each group of like programmes shall be established.

4.2 If Advisory Committees are defined by regulations of external bodies these will take precedence, otherwise the following shall apply.

4.3 Membership of an Advisory Committee shall be determined by the Dean and the members shall be appointed on the basis of the contribution each can make to the Committee’s functions and powers by way of knowledge, expertise and experience. The membership should be broad and representative of stakeholder groups and include:

4.3.1 The Dean and/or Head of School and Programme Coordinator(s);4.3.2 Student representative (either past or present);4.3.3 Non-Institute members.

4.4 At any meeting, non-Institute members should be greater in number than Institute staff members.

4.5 Other members of staff may attend meetings but will not be members of the Committee.

4.6 The Chairperson of the Advisory Committee shall be appointed by the Committee and be a person from the industry or profession or iwi group.

4.7 The powers and functions of an Advisory Committee shall be to:

4.7.1 Advise the Programme Coordinator(s) on content, publicity and other matters relating to the acceptability of the programme to the industry and to its students;

4.7.2 Assist academic staff and students to maintain contact with their industry or profession and, where appropriate, to assist with practicum, practical work experience and work placements;

4.7.3 Provide feedback on reports from teaching staff on student evaluations, outcomes of academic audits and reviews, and completion and retention statistics;

4.7.4 Identify new developments and trends in industry or commerce, and recommend new programmes and courses to the Dean;

4.7.5 Assist with the development of applied work relevant research for staff and students;4.7.6 Advisory committees shall meet when and as required, but not less than once each

semester.

Academic Regulations

5 Admission and Enrolment

ADMISSION

5.1 The admission requirement for a specific programme shall be set out in the programme regulations and shall be such that each student who meets the admission standard can reasonably be expected to achieve the standard required for the qualification.

5.2 Students may be admitted to any appropriate point of a programme with Cross Credits, Exemptions or Recognition of Prior Learning and on the payment of any prescribed fee as set by Council.

5.3 To be admitted to any course or programme a student must provide acceptable evidence of meeting the criteria for entry to the course or programme as set out in the programme regulations.

5.4 All documentary evidence required for admission, including academic records, must be either an original, a certified copy, or certified translation.

5.5 No enrolments may be accepted for a programme until it has final academic approval.

SPECIAL ADMISSION5.6 Where applicants do not meet all entry requirements, they may gain special admission if EIT is

satisfied the applicant is capable of meeting the academic requirements and where literacy and numeracy skills are sufficient to interpret and apply health and safety requirements.

5.7 No domestic student under the age of 16 years may be admitted for any programme unless permission has been granted by the Principal of the school at which the student is enrolled or the student has been exempted from attending school by a designated officer of the Ministry of Education2. Any such student must also demonstrate ability to be able to achieve at the level of tertiary study they plan to study.

2 Ref Sections 21 and 26 of the Education Act 1989

ENROLMENT

5.8 All students applying for enrolment shall submit the required enrolment form.

5.9 On application for admission or enrolment, a student may be required to produce evidence of age, New Zealand citizenship or residency permit, and any other documentary evidence relevant to enrolment restrictions, scholarships or other monetary grants or assistance.

5.10 Students must comply with the relevant regulations including enrolment, exemptions and transfer procedures, applying to each programme or course.

5.11 Enrolments more than 2 weeks after the start of the course/programme date will not be permitted other than with the approval of the Dean, and on payment of a fee, as determined from time to time by the Council.

CANCELLATION OF A COURSE OR PROGRAMME

5.12 Where it appears to the Dean that the number of students enrolled in a particular course is insufficient to justify the holding of that course then the Dean may cancel the course, notwithstanding that enrolments have been accepted.

5.13 On the recommendation of the Dean, the CE may cancel a programme after considering factors that will include: the strategic fit, viability, staffing, quality and delivery of the programme, or any other circumstance that may influence the final decision.

5.14 Where programmes are cancelled by the Dean or CE, should any enrolments have been accepted, the relevant enrolment fees will be refunded in full and no other claims for damages, costs or expenses shall be made.

LIMITATIONS ON ADMISSION AND ENROLMENT

5.15 Where the Dean is satisfied that it is necessary to do so, s/he may determine the maximum number of students who may be enrolled in a particular course or programme in a particular year or semester.

5.16 Selection criteria for programmes or courses may relate to the particular student's academic ability, general suitability for the course, and such other approved criteria, including the giving of preference to eligible persons who are included in a class of persons that is under-represented among the students studying for the course.

5.17 Where the number of places available in a course or programme is insufficient to accommodate all eligible applicants, the Programme Coordinator has the power to select applicants according to selection criteria contained in the programme regulations, or in the order in which applications were received.

6 Fees

6.1 The Council of EIT shall set fees as it sees fit on an annual basis for programmes funded through Ministry of Education EFTS funding, and for international students. Fees for ITO funded or other contracted programmes will be determined in accordance with the relevant contract.

6.2 In signing the enrolment form students undertake to pay all fees as they become due.

6.3 All fees must be paid in full by the published due date unless alternative arrangements have been agreed in writing with the Registry Manager. Students who have not paid all fees by the due date may be denied admission to classes and shall not be eligible for the awarding of credits until all approved fees are paid.

6.4 Fees shall include any deposits specified by a faculty as payable in advance in respect of a particular course to cover materials supplied or other course expenses.

6.5 Any student who submits an enrolment form or completes enrolment formalities after the stipulated closing date may be liable for a late payment penalty fee as is determined by the Council.

REFUND OF FEES – DOMESTIC STUDENTS

6.6 Application for a refund must be made in writing on the appropriate form.

6.6.1 Where students have been required to enrol in the programme rather than individual courses, no refund will be given after 10% or one month from the start of the programme for which the student is enrolled having passed, whichever is the lesser.

6.7 In all cases any refund will be reduced by the amount of any non-refundable deposit, and the cost of any textbooks or other course materials that have been provided to the student.

6.8 Under exceptional circumstances the Dean may authorise variations from the rules set out above.

REFUND OF FEES – INTERNATIONAL STUDENTS

6.9 Regulations for the withdrawal from courses and refund of fees to International students will be as approved by the Chief Executive as in line with the Regulatory requirements of the Education (Pastoral Care of International Students) Code of Practice 2016.6.9.1 An international student who gains permanent residency is entitled to be treated as a

domestic student. They will not receive a refund of fees for the semester during which the Permanent Residency is granted. However, the student will be entitled to pay domestic fees for subsequent semesters that start after Permanent Residency was granted, and will be refunded any difference between domestic and international fees for those semesters.

6.9.2 For non-semester courses, international fees are payable for the full year. If Permanent Residency is granted during the year in this later instance, no part of the international fee for that year is refundable.

7 Academic Requirements and Unsatisfactory Progress

7.1 The following requirements apply to all programmes and courses, unless specifically stated otherwise in programme regulations.

7.2 Any student who does not pass at least half of the credits in which the student was enrolled within one academic year will be considered to have made unsatisfactory academic progress.

7.3 A student who enrolled in the same course on three occasions and has not passed the course shall not be enrolled again for that course except with the permission of the Dean. Any specific programme regulations related to exclusions from courses shall take precedence over this clause.

7.4 Any student who fails to meet the prerequisite requirements in preparation for off-site excursions, practical, or work experience will not proceed to the off-site excursion, practical, or work experience and will not be awarded credits for that course.

7.5 Any student who has made unsatisfactory academic progress will be deemed to be excluded from that programme and shall not be permitted to re-enrol without the prior permission of the Dean.

7.6 If a student's performance or participation in any off-site excursion, practical, or work experience is, at the absolute discretion of the Programme Coordinator, unsatisfactory for whatever reason, the Programme Coordinator may temporarily suspend that student's attendance at the off-site excursion, practical, or work experience, until the Dean examines the situation and has recommended an appropriate course of action to resolve the unsatisfactory performance.

7.7 Any excluded student who wishes to apply for permission to re-enrol shall lodge a written application with the Dean at least one month before official enrolment date in the semester for which s/he seeks admission, together with the fee specified.

7.8 The Dean shall make the decision on whether any particular student who has been excluded may be permitted to re-enrol and may impose conditions on the re-enrolment to help ensure the student has a reasonable chance of success in the programme.

7.9 When applying for re-enrolment, the student will need to satisfy the Dean that as a result of study or other activity in the intervening period, there is a reasonable chance of success in subsequent study.

8 Changes to Enrolment in Programmes

WITHDRAWAL FROM COURSE/PROGRAMME (DOMESTIC STUDENTS)8.1 A student may withdraw from a course (or programme) anytime in the first 10% of the delivery

period or one month (whichever is the lesser) of the course with no academic penalty by notifying the institution of the intention to withdraw.

8.2 Where a student is enrolled but does not participate in any of the scheduled learning activities of a course or courses during the first 10% or first month of the delivery period (whichever is the lesser), they may be withdrawn from the course(s) as a ‘no show’. In such cases, the student will have no academic record for the course(s).

8.3 Where a student enrolled on a course(s) and has begun to participate in their scheduled learning activities and then stops, but has not initiated a formal withdrawal process nor responded to communications from the Institute, including one formal letter requesting confirmation of their enrolment status, the institute may withdraw the student from the course.

8.4 Where a student withdraws from a course or programme (or is withdrawn by the institute) after 10% of the delivery period or one month (whichever is the lesser), their academic record will be amended to reflect this.

8.4.1 If a student withdraws after the last date for withdrawing from a course without academic penalty, the student’s academic record will show an appropriate failing grade.

8.5 Any refunds of fees resulting from withdrawal will be in line with the refund policy.

WITHDRAWAL FROM COURSE/PROGRAMME (INTERNATIONAL STUDENTS)8.6 International students who have accepted a place and have approval in principle for a visa which is

subsequently declined by Immigration New Zealand will be entitled to a full refund of fees paid, less the international administration fee.8.6.1 International students who have accepted a place; paid fees; been issued with a visa; but

then withdraw during the month prior to the course start date may be entitled to a refund of fees as determined by the enrolment/fee refund policy.

8.6.2 International students who withdraw after the course has commenced will not be entitled to a refund of fees paid except in exceptional mitigating circumstances.

TRANSFER OF ENROLMENT (WITHIN EIT)8.7 A student may make changes to their enrolment contract prior to starting the programme/course

or within the first 10% of the delivery period with no academic penalty. Such changes should be discussed and agreed with teaching staff and may include, but is not limited to, transfer from one course/programme to another course/programme, transfer from one enrolment semester to another. Any differences in fees will be either refunded or become a student liability as appropriate.8.7.1 No transfers are available for programmes leading to non-formal awards.

9 Assessment Matters

GENERAL

9.1 The nature of assessments and their due dates will be made available to students at the beginning of the course.

9.2 No changes to assessment requirements shall be made during the course unless approved by the Programme Cluster Committee and notified in writing to all students.

9.3 Assessment for the successful completion of a course, may take the form of examinations, tests, assignments, or other forms, and may be conducted on a group or individual basis.

9.4 Students shall make themselves available to undertake all summative assessment items at the time and place stipulated by the teaching staff responsible for the course.

9.5 Every programme in which summative assessment takes place will have their assessments moderated both internally and externally according to moderation procedures included in programme approval documents and in the QMS.

9.6 Final results will be approved by the Programme Cluster Committee on the basis of assessments set by the teaching staff responsible for the course.

9.7 Each PCC will implement the processes prescribed by Academic Administration Services to ensure the security of assessment documents prior to the holding of the assessment, and for the accuracy and security of the assessment results.

9.8 Summative assessments may be conducted in Te Reo Māori. Conditions and requirements may apply and these are documented in the QMS or programme regulations. If a student wished to answer assessments in Te Reo Māori this must be communicated to the Programme Coordinator within 4 weeks of the start of the course.

CHALLENGING ASSESSMENT DECISIONS

Recounts9.9 A student who has reason to believe that the grade or mark for a particular assessment is incorrect,

should firstly discuss this with the staff member responsible within five (5) days of the return of the assessment.

9.10 The staff member will provide feedback to the student to clarify why the grade or mark has been awarded and may, if justified, amend the result.

9.11 If the student still believes that the mark or grade is incorrect, they should discuss the matter with the appropriate Programme Coordinator or Head of School.

Reconsideration of Assessments

9.12 A student who has reason to believe that the grade or mark for a particular assessment is incorrect, and who has been unable to reach a resolution of the matter under clause 9.11 may apply to the Dean for a reconsideration within (14) days of the return of the assessment.

9.13 Reconsideration will cover only an investigation into the marking of an assessment and can include a remark if programme regulations allow. In exceptional circumstances, a reassessment may be offered.

9.14 Reconsideration may lead to no change or to either a raising or lowering of the grade.9.15 The Dean will advise the student of the decision with reasons within ten (10) working days of

receipt of the request or receipt of any independent opinion or reassessment result, whichever is later.

9.16 Notwithstanding the above, special provisions may apply in the case of the assessment of practical work.

9.17 Each programme shall specify the availability of reassessment opportunities for each assessment item and notify this to students in advance. This may vary from programme to programme, and from one assessment item to another. For undergraduate degrees there may be one reassessment opportunity per semester and two per programme at level 5 only. There will be no reassessment at level 6 or level 7. The reassessment will be available only on assignments, practicums and competency based field work but not on tests and exams. The maximum mark available for the reassessed item is the minimum pass mark.

9.18 Each reassessment and reconsideration may require the payment of a fee as determined from time to time by Council, plus any costs involved in the provision of materials for the reassessment. In cases of reconsiderations, the fee is refundable if there is a change to the final grade or mark.9.18.1 The fee is refundable if there is a change to the final grade or mark.

9.19 The use of a reassessment opportunity will be recorded for internal purposes, but will not show on any results notification provided to the learner.

9.20 In general terms a reassessment opportunity will require the completion of a similar but not identical assessment item. It should cover the entire scope of the original, not just those parts that were not completed successfully the first time.

Appeals Against a Grade

9.21 Notwithstanding clause 9.12, a student may appeal against the final grade awarded in any course by applying in writing to the Deputy Chief Executive, setting out the grounds for appeal and paying any prescribed fee as set by Council.

9.22 The only allowable grounds for appeals against a final grade or pass category are that: 9.22.1 additional information has become available which was not available and could not

reasonably have been made available to the Programme Cluster Committee at the time the original decision was made; and/or;

9.22.2 there was a material irregularity in the conduct of summative assessment on the course or in the procedures of the Programme Cluster Committee.

9.23 Applications for appeal must be received by the Deputy Chief Executive within 14 days after receiving advice of the matter being appealed against. In exceptional circumstances the Deputy Chief Executive may extend the time for receipt of the application for appeal.

9.24 If, in the opinion of the Deputy Chief Executive, the grounds for appeal have not been satisfied, the Deputy Chief Executive shall notify the student within two (2) working days that the appeal will not be heard.

10 Examinations

10.1 Examinations shall comprise such written, oral and/or practical tests and examinations as the examiners may determine.

10.2 Timetables for examinations shall be notified to students at the start of the semester and not less than 4 weeks before the start of the examinations.

10.3 Examination papers may be released to students in advance of sitting of the examination where programme regulations permit.

10.4 Written examinations will be supervised by a person approved by the Dean.

10.5 No student shall communicate with an examiner about an examination other than through specified channels of communication.

10.6 No student may be examined in any course or part of a course at any time other than that set down for him or her in the timetable, unless approval has been obtained and proper arrangements made through the Dean.

10.7 No student shall be allowed to enter the examination room after more than 30 minutes of the time set down for the examination or test has elapsed, excluding reading time.

10.8 No student shall be permitted to leave the examination room (and then only with the permission of the supervisor and upon handing in his or her script), until 45 minutes has elapsed from the time that the writing of the examination began.

10.9 No student shall be permitted to leave the examination room in the final 15 minutes of the examination.

10.10 Students shall be allowed to read their examination papers for not more than 10 minutes before the examination commences but may not begin any writing (answers or notes) until the supervisor announces that they may do so.

ELECTRONIC DEVICES AND MOBILE PHONES

10.11 No student shall bring into the examination room an electronic calculator or dictionary except by explicit direction of the examiner. Where an examination has been designated “calculator or dictionary permitted”:10.11.1 The device used in the examination must be electronic, truly portable and self-powered,

noiseless and no audible alarms may be used;10.11.2 No supplementary material related to the use and operation of the device will be permitted

in the examination room other than spare batteries;10.11.3 In all cases it is the responsibility of the student to maintain the operation and operating

power of the device;10.11.4 Mobile phones will not be permitted unless specifically approved by the examiner. Where

examiners allow mobile phones as electronic calculators or dictionaries these must follow the rules for these devices and operate in a silent mode.

10.11.5 Where dictionaries are permitted they must not be marked in any way.

10.12 Mobile phones must be switched off at all times during examinations, unless permitted under clause 10.11.

UNAUTHORISED MATERIAL

10.13 No student shall bring to an examination any written or printed matter except by direction of the examiner. All paper used during the examination must be handed to the supervisor before the student leaves the examination room.

10.14 Where an examination is "Open Book", students may take into the examination room any written or printed material including books, Acts etc. and there will be no check on items taken into the examination room.

10.15 Where an examination is "Restricted Book", students shall take into the examination room only material specified by the examiner, and that material shall not be annotated, written or typed upon, or otherwise marked.

10.16 Where an examination is "Restricted Book may be written", the students shall take into the examination room only material specified by the examiner, and that material may be annotated, written or typed upon or otherwise marked in a relevant or contextual manner.

10.17 All books and papers not approved for use in the examination, along with any spare personal belongings brought to the examination shall be left in such part of the room as the supervisor shall direct.

COMMUNICATION

10.18 During an examination a student shall not communicate by word or otherwise with any other person except the examination supervisor or examiner.

10.19 No student shall continue writing after the supervisor has announced the expiration of time. In no circumstances is any time over and above the time allotted to any paper to be allowed a student for reading over his/her scripts or making an amendment or addition to his/her scripts.

10.20 Students must keep their Student Identification Card displayed throughout the examination.

10.21 A student shall comply with all directions given by the examination supervisor and all instructions to students set out on the examination materials or displayed in the

examination room.

10.22 A student's behaviour during examinations must not disturb, distract or adversely affect any other student.

CONDUCT OF EXAMINATIONS: SPECIAL ASSISTANCE

10.23 Students wishing to receive special assistance in order to undertake an examination shall, unless otherwise exempted by the Programme Coordinator, apply in writing to their Programme Coordinator no later than two (2) weeks prior to the date of the examination. Such applications must state the nature of the disability and the type of assistance required in terms of section 10.25 below.

10.24 Applications must be endorsed by the course lecturer and the Learning Advisor.10.25 Special assistance may be provided in a range of forms, including the following:

10.25.1 Additional examination time normally not exceeding 15 minutes for each hour of examination;

10.25.2 Assistance by a reader or writer;10.25.3 Use of special technology (for students with physical disabilities).

11 Academic Misconduct11.1 Academic misconduct is seeking to gain for oneself, or assisting another person to gain, an

academic advantage by deception or other unfair means. Academic misconduct includes any breach of any rules relating to summative assessment, including tests or examinations and any dishonest practice occurring in the preparation or submission of any work (whether in the course of an examination or not) which counts towards the attainment of a grade in any course or otherwise occurring in connection with any summative assessment.

11.2 Dishonest practice in assessment includes but is not limited to: misrepresentation of identity; plagiarism; cheating; fabrication; multiple submission; misrepresentation of academic records; facilitating academic dishonesty, collusion; unfair advantage; dishonest use of technology; and submitting work as though individual effort for summative assessment which has in fact been jointly prepared, or which has been previously submitted elsewhere, and in circumstances where this has not been formally approved by the Head of School, nor is a stated assessment condition.

SUSPECTED ACADEMIC MISCONDUCT11.3 Where, in respect of any student, a complaint of misconduct or breach of the regulations in respect

of the completion of summative assessment procedures is received or identified, the Programme Coordinator shall investigate the complaint.

11.4 If a prima facie case is established, the Programme Coordinator will discuss the circumstances with the student or students involved, and seek to reach an agreed course of action which may involve whatever penalties are acceptable to both the Programme Coordinator and the student or students. If agreement cannot be reached the Programme Coordinator will refer the matter to the Head of School for consideration and decision.

11.5 Before reaching a decision, the Head of School must:11.5.1 Advise the student of the complaint and give him/her a reasonable time to respond;11.5.2 Undertake an appropriate investigation, which may include consideration at a Programme

Cluster Committee meeting;11.5.3 Consider the student’s response.

PENALTIES FOR ACADEMIC MISCONDUCT

11.6 If an allegation of misconduct is proved all or any of the following penalties may be applied by the Programme Coordinator or Head of School, after consultation with the Dean:11.6.1 The award of a fail grade or a nil mark for the affected summative assessment event;11.6.2 Disqualification of the student from sitting for any summative assessments for such period

as it thinks fit;11.6.3 Cancellation of credit if the student has been credited with a pass in the course in respect

of which the allegation arose;11.6.4 Suspension from any course for such period that it thinks fit;11.6.5 Exclusion from the programme for such period that it thinks fit;11.6.6 A reprimand;11.6.7 Record of the penalty imposed on the student's file for a specified time;11.6.8 Recommendation to the Academic Board for exclusion of the student from any programme

within EIT.11.7 Students are responsible for acquainting themselves with EIT’s expectations and standards related

to the practice of academic integrity and with the requirements relating to the conduct of tests and examinations as set out in this Statute and any specific requirements relating to a particular programme or course.

12 Grading Systems

12.1 The programme regulations for each programme shall specify the grading system to be applied to each course, and the course descriptor shall specify the criteria for each grade.

12.2 The grading system used for each course shall be one of the following four models. That any exceptions to these four grading systems, such as for New Zealand qualifications, must be specifically approved by the Academic Approvals Committee.12.2.1 In courses for which a pure competency based system is operated, results shall be

specified as one of:a) C Competent;b) N Not Passed;c) W Withdrawn from course or programme;d) X Cross Credit from another qualification;e) U Unfinished at the time of reporting.

12.2.2 In courses in which a modified competency based system is operated, results shall be specified as one of the following:a. M Passed with Merit;b. C Competent;c. N Not Passed;d. W Withdrawn from course or programme;e. X Cross Credit from another qualification;f. U Unfinished at the time of reporting.

12.2.3 In courses in which grades are allocated according to the level of achievement, results shall be specified as one of the following:a. A Passed with distinction;b. B Passed with merit;c. P Passed;d. N Not Passed;e. W Withdrawn from course;f. X Cross Credit from another qualification;g. R Restricted Pass;h. U Unfinished at the time of reporting.

12.2.4 Degree programmes shall, and post graduate programmes may, use an 11 point grading system, i.e. A+, A, A-, B+, B, B-, C+, C, C-, D, E or, where appropriate, W, X, U, or R (on the basis of criteria approved by Academic Board for that programme). A grade of C- or better shall be a passing grade, a grade of D or E shall not be a passing grade. Any course or programme that uses an 11 point grading system must use the standard system. If percentage marks are used, they will be linked to grades by the following table:

A+ 90 – 100A 85 – 89A- 80 – 84B+ 75 – 79B 70 – 74B- 65 – 69C+ 60 – 64C 55 – 59C- 50 – 54D 40 – 49

E under 40N not passed due to non-achievement of some set requirement

12.3 If any portion of summative assessment has been estimated the final grade will be an estimated grade, and annotated “est” on the student’s Academic Record.

12.4 If a student has completed all summative assessment, the final grade will be recorded with no annotation.

RESTRICTED PASS12.5 The Programme Cluster Committee may award a "restricted pass" in a course which a student has

narrowly failed and where there is ample evidence that their marginal failure is compensated by good overall performance.

12.6 The conditions which apply to a restricted pass shall be included in the programme regulations.12.7 A student may decline the award of a restricted pass by notifying the Dean in writing not later than

28 days from mailing of the results.

13 Special Assessment Circumstances

13.1 This section relates to student performance in summative assessment being affected by any circumstance or situation which the student could not have reasonably prevented and includes sickness or injury to the student or bereavement. This covers situations in which the student has been unable to complete the assessment item (for example has been too ill to attend an examination) or has completed the assessment item but believes that the level of performance has been impaired.

13.2 In all cases the initial notification must be prior to the assessment event. For tests and examinations this means the start time of the assessment. For assignments this means the deadline for submission. Under exceptional circumstances the PCC may waive this requirement, provided that notification was at the earliest possible opportunity. The detailed application procedure is documented in the programme regulations.

13.2.1 The result shall be notified to the student in writing, who shall have the right of appeal to the Programme Cluster Committee.

14 Notification of Results

14.1 The grades of courses will be mailed to students following approval by the Programme Cluster Committee

14.2 Any results displayed on notice boards will use student ID numbers, not student names.

AVAILABILITY OF MARKED ASSESSMENTS14.3 Students shall be entitled to the return of all written work (or a copy thereof) submitted for

assessment, and to be given access to a copy of the marking schedule used to mark the assessment.

14.4 If a student takes away the original examination script s/he forgoes the right to apply for a recount or remark of the script or an appeal against the grade.

14.5 Time limitations for collection of work submitted by students for summative assessment may be set. Such limitations will be notified in the Programme Handbook. Where such limitations are set, assessments not collected by the due time may be destroyed.

14.6 If no time limitation is set for the collection of assessment work, any uncollected work may be destroyed one year following the completion of the course.

15 Programme Regulations and Course Information

PROGRAMME REGULATIONS

15.1 Every programme leading to an EIT or a national qualification shall be supported by written regulations approved by the Academic Board, detailing the formal requirements for the completion of the programme and its constituent courses.

15.2 EIT’s Quality Management System will document the requirements for the programme regulations that will meet academic quality standards.

15.3 Regulations shall be made available to students at the start of the programme.

COURSE INFORMATION

15.4 The written course information, to be available to each student at the commencement of each course, will include:

15.4.1 Learning outcomes of the course, with an indication of the duration and scheduling of topics to be covered;

15.4.2 The level and credits of the course;15.4.3 Attendance hours;15.4.4 Notice of dates for any required summative assessment;15.4.5 Method/methods of assessment to be employed;15.4.6 Required textbooks and a list of any required learning resources;15.4.7 Any prerequisite or corequisite courses;15.4.8 Time limits for students to collect work submitted for assessment.

16 Eastern Institute of Technology Awards

RECOGNITION OF STUDY

Certificate of ProficiencyA Certificate of Proficiency (COP) is a programme of study that has been chosen by an individual learner, consisting of one or more assessed courses from an already approved qualification, and approved by an academic board, but is not credited to any qualification.

16.1. Students who meet the entry criteria may enrol on any course(s) upon the approval of the Director Academic & Student Services for the purpose of obtaining a Certificate of Proficiency.

16.2 Students will comply with the programme regulations of each approved qualification from which the component courses of the Certificate of Proficiency have been selected.

16.3 The student’s academic record or transcript shall show the grade achieved and a note that the student completed the course or parts of a programme as special interest and that he/she was not formally enrolled in the programme(s) listed.

16.4 Successful students who are subsequently admitted to an approved qualification may apply to have the course/s credited to the approved qualification.

AWARDING OF QUALIFICATIONS

16.5 A qualification will be awarded to students when they have accumulated the number and level of credits required for completion of the qualification for which they are enrolled, and have fulfilled all other requirements of the qualification, as stated in the programme regulations.

16.6 The responsibility for determining whether students have accumulated the required number and level of credits and whether they have fulfilled any other requirements lies with the Programme Cluster Committee responsible for each programme.

16.7 To be awarded an EIT qualification, a minimum number of credits shall be studied at EIT. The minimum number of credits for each qualification shall be shown in approved programme regulations.

16.8 Students are able to graduate from a programme under the regulations which were in force at the time of their enrolment.

QUALIFICATIONS

16.9 EIT and national qualifications shall be awarded on the basis of the completion of an approved programme and the accumulation of credits earned by passing courses.

16.10 Credits shall be awarded for the successful completion of a course.

16.11 Credits shall be allocated to courses 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.

16.12 All courses shall be classified at levels 1, 2, 3, 4, 5, 6, 7, 8, 9 or 10 according to the level or extent of intellectual demand and the complexity of skills, with levels being congruent with NZQA definitions.

16.13 Specific qualifications shall be awarded on completion of an approved programme in which a minimum of credits have been accumulated as follows:

Certificate

16.14 An EIT Certificate consists of at least 40 credits in the level at which it is registered and will be named Certificate in xxxxxxx. The level of the Certificate is determined by beginning with the highest level credits and counting back until a total of 40 credits is reached. The level at which the total of 40 is reached determines the level of the certificate.

Diploma16.15 An EIT Diploma can be registered at level 5, 6 or 7, with the top 72 credits defining the level at

which it can be registered; and have at least 120 of all credits contributing to the qualification at level 4 or above. The official name of the qualification will be Diploma in xxxxxxx.

Bachelors Degree16.16 An EIT bachelors degree requires a minimum of 360 credits from levels 5 to 7.Of the credits

required for a bachelors degree, a minimum of 72 credits should be at level 7. The official name of the qualification will be Bachelor of xxxxxxx. The degree should specify a spread of credit across levels so that the qualification reflects the requirements of the degree definition and achieves the associated learning outcomes in a way that is appropriate to the subject area.

Bachelors Degree with Honours16.17 An EIT bachelors degree which requires 480 credits, with at least 120 credits at level 8, may have

the words “with Honours” included in the name of the degree. Typically at level 8 it will involve work of a research nature and these 120 credits can either be part of an integrated honours degree or as a separate qualification. Such a degree would have the official name Bachelor of xxxxxxx with Honours.

16.18 An EIT bachelors degree awarded “with Honours” shall have honours appellations attached as: Honours, First Class; Honours, Second Class; or Honours, according to the following schedule:

16.18.1 An average of A-, A, A+ shall be granted First Class Honours

16.18.2 An average of B-, B, B+ shall be granted Second Class Honours

16.18.3 An average of C-, C, C+ shall be a pass with no endorsement of honours.

Conjoint or Double Bachelors Degree16.19 An EIT conjoint or double degree requires a minimum of 480 credits, of which at least 72 credits

must be at level 7 or above in each of the conjoint or double degrees. Students can complete two qualifications in a shorter period than normal, even allowing for the full cross-crediting potential, and with a smaller number of components or credits to be completed. Entry to a conjoint or double degree is generally restricted to students who have shown evidence of higher competence than required for entry to a single degree programme.

Graduate Certificate16.20 An EIT Graduate Certificate will require a minimum of 60 credits from levels 5 to 7. It is registered

as Level 7 and the level of the qualification is defined by the top 40 credits. It is usually designed primarily as a vehicle for degree graduates to pursue further study at an undergraduate level. The qualification can be designed as a bridging programme for candidates developing educational, professional or vocational knowledge in a new discipline, professional or subject area and/or as a broadening or deepening of skills or knowledge already gained in an undergraduate programme.

Graduate Diploma16.21 An EIT Graduate Diploma requires a minimum of 120 credits from levels 5 or above. It is registered

at level 7and requires a minimum of 72 credits at level 7. It is designed as a vehicle for degree

graduates to pursue further study at an undergraduate level to broaden knowledge and skills in a familiar subject or discipline or develop knowledge in a new area.

Postgraduate Certificate16.22 An EIT Certificate which requires a minimum of 60 credits at level 8. A Postgraduate Certificate

involves credits from a specified subject and, where appropriate, the cognate areas. It serves as a qualification recognising continuing professional development in the same area as the candidate’s original degree. The official name for such a qualification would be Postgraduate Certificate in xxxxxxx.

Postgraduate Diploma16.23 An EIT Diploma which requires a minimum of 120 credits from levels 7 and above with a minimum

of 72 credits from level 8. A Postgraduate Diploma is designed to extend and deepen a candidate’s knowledge and skills by building on attainment in the principal subject(s) of the qualifying degree. It provides a candidate with a systematic and coherent survey of current thinking and research in a particular body of knowledge and may include instruction in the relevant research. Such a diploma would have the official name Postgraduate Diploma in xxxxxxx.

Masters Degree16.24 An EIT masters degree is at least 180 credits, except where it builds on 4 years of prior study at

bachelors degree level or above, in which case it can be fewer than 240 but no fewer than 120 credits. The masters degree must comprise a minimum of 40 credits at level 9 with the remainder at level 8. Masters degrees are constituted in one discipline or coherent programme of study. They may be undertaken by taught courses or research or by a combination of both. Masters degrees usually build on undergraduate degrees, bachelors degrees with honours, or postgraduate diplomas. They may also build on extensive professional experience of an appropriate kind. They are demonstrably in advance of undergraduate study, and require students to engage in scholarship and/or research. The official name of the qualification will be Master of xxxxxxx.

Short Course Award16.25 An EIT Short Course Award consists of up to 40 credits and will be named Short Course Award in

xxxxx. The award will be at the level where a minimum of half the award credits are approved.

16.26 Short Course Awards may be awarded on the successful completion of a defined course.

16.27 An academic record may also be provided that shall specify any units or modules completed, including the level and number of credits awarded for each.

Attendance Award16.28 Any short course, where participants are required to attend or complete courses fewer than 40

credits and the short course does not qualify for a Short Course Award under 16.25, will receive an Attendance Award.

16.29 An award under this category shall not use the word “Certificate” in the title.

Conferral of Degrees and Award of Qualifications16.30 The Council of EIT shall have the power to confer all EIT degrees approved and accredited by NZQA,

and award all diploma and certificate programmes approved by the Academic Board of EIT.

The Conferral of Honorary Degrees16.31 The Council of EIT may admit persons honoris causa to such degrees as are specified in the rules

made by Council for the purpose of this clause.

Conferral of an EIT Medal 16.32 The Council of EIT may award an EIT Medal to persons in recognition of an outstanding contribution

to:

A field of knowledge or discipline with particular relevance to EIT and/or The wider community of which EIT is a part and/or The activities of EIT.

An EIT medal is normally made to persons external to EIT.

Such an award is subject to the conditions in the appropriate EIT policy.

Conferral of a Distinguished Alumni Award 16.33 The Council of EIT may confer a Distinguished Alumni Award to persons who have attained

significant professional achievement and service to their communities.

Such an award is subject to the conditions in the appropriate EIT policy.

EIT Seal16.34 The EIT Seal may be affixed to the award document for all programmes of level 5 or higher which

have been formally accredited either externally or locally and which require a minimum of 120 credits for completion of the qualification.

Academic Dress16.35 Members of staff of EIT attending or taking part in public ceremonies for which academic dress is

prescribed shall wear the academic dress of the qualifications for which they have formally graduated.

16.36 The academic dress worn by persons who have had their degrees conferred by EIT shall conform in respect of shape, material and colour to the standard and specifications determined by Council in the Academic Dress Regulations and listed in Schedule 1.

17 Graduation

17.1 The responsibility for the academic side of this process is specified in the Academic Statute, sections 3.19 (e) and 5.5.102. This document sets out the procedural guidelines to support this, and outlines the links to the graduation ceremony and the process to manage that event.

17.2 It is important to note that in the broader context the term “graduate” in this process refers to the formal award of any qualification at Certificate, Diploma or Degree level. The term “certificate” with a small c refers to a piece of paper, which may certify the completion of a Certificate (with a capital C), a Diploma or a Degree. Note also that a graduand is a student who has met all academic and other requirements for a qualification, but has not yet been formally awarded the qualification. Once this graduation process has been completed, the graduand becomes a graduate. Until this has happened the graduand may not wear the relevant academic regalia, nor formally claim the qualification.

17.3 There are differences in the way that the process is managed, related only to the form of graduation ceremony which the graduand is eligible to attend. This document makes no specific mention of the management of Certificate graduations, as these are run within the relevant faculty.

17.4 Student Expectation

17.4.1 The enrolment form should include a question, “Will this enrolment complete the qualification you are working towards?” For many programmes the answer will always be yes. For longer programmes and part time students, it is important to identify student’s expectations.

17.5 Confirmation

17.5.1 The enrolment of each student who answered “yes” to the previous question should be checked, to ensure that success in all of the enrolled courses will meet the requirements for the qualification. At present this will have to be a manual check, but the current degree support planned for Artena will facilitate this. Any mismatches should be communicated to the students concerned immediately, to allow them time to review their enrolment to meet the requirements.

17.5.2 A list should then be generated of all those students whose enrolments, if successfully completed, will complete a Diploma or Degree qualification. This list is passed to the faculty graduation coordinator. From this list a letter is sent to all potential graduands, asking for their graduation plans. This will be sent in July/August, with responses and payment from those planning to attend the EIT graduation in the following January due by the end of October.

17.6 Results

17.6.1 Approval and recording of academic results for courses will continue as at present.

17.7 Eligibility to Graduate Check

17.7.1 At regular specified times a check should be run to identify which students have now met all criteria for the award of a qualification. This will focus on those students previously identified, who expect to complete, but should also include a check of others. At present this will be manual, but in future it will be supported by Artena.

17.8 Authorisation of Eligibility to Graduate

17.8.1 A list of all students who are eligible to graduate, signed by the programme coordinator, and supported by appropriate information about academic records, should be presented to the Programme Cluster Committee. Formal authorisation to graduate is the authority of the PCC and should be formally minuted, and the PCC chair should countersign the list as confirmation of this authorisation.

17.9 Double Majors

17.9.1 From time to time students will be eligible to graduate with one or more majors within a single qualification. In cases where students graduate with one major within a qualification, this should be approved by Programme Cluster Committee as well. In cases where students have completed one additional major (2 majors), the following criteria must be observed:

The student’s results are verified by the PCC to ensure he/she met the requirements of the additional major;

The secretary of the PCC generates a new certificate; The secretary orders the a new certificate through Marketing, which includes all majors; The certificate is mailed to the student following the usual degree signing process; The student is not permitted to attend a second graduation ceremony; The student’s name does not appear in the Graduation Programme; The student does not return the original certificate;

The student does not pay for his/her new certificate.

17.10 Notification of Eligibility

17.10.1 Students are informed that they are eligible to graduate with the specified qualification. For Certificate graduands the current internal faculty processes will continue.

17.10.2 For Diploma and Degree graduands, formal contact should be made to confirm eligibility to graduate, and seek confirmation of their earlier decision regarding attendance at the graduation ceremony. This will be managed by the faculty graduation coordinator. Formal contact should also be made at this point with any students who have indicated an intention to attend the ceremony, but who have not met the academic requirements.

17.11 Generation of Certificates

17.11.1 The creation, processing and signing of the certificates should be based on the authorisation to graduate, and a copy of the list (including the signature of the programme coordinator and countersignature of the PCC chair) should accompany the batch of certificates through the process.

17.11.2 Current systems for recording the creation and award of certificates are fine and should continue.

17.12 Formal Ceremony

17.12.1 Graduation ceremony for those selecting this option.

17.13 Mail Out

17.13.1 After the formal ceremony we mail out certificates to those who did not attend, but who wish to receive the qualification. (Note that there may be occasions, especially for nested qualifications, when a student does not wish to receive a certificate for a completed qualification.)

17.14 Graduation in Council

17.14.1 The change of status from graduand to graduate is a formal step, and may only happen once for each qualification. The normal way for this to happen is either by attendance at the relevant graduation ceremony, or by being acknowledged at that ceremony as having graduated in absentia.

17.14.2 Under exceptional circumstances a diploma or degree graduand may apply to graduate "in Council". This requires a formal Council minute noting the graduation. The graduand may attend as this will be during the public part of the Council meeting. Approval to graduate in Council will only be granted if it is at least 6 months until the next graduation ceremony and the graduand can demonstrate a particular reason for needing to formally graduate.

17.14.3 In requesting such a graduation, the Programme Cluster Committee will formally recommend to Council “That having successfully completed all academic requirements for the (Diploma/Degree full title) that Council, under the powers vested in it by the Education Act 1989 (s193 (2a)), award the (Diploma/Degree full title) to (student full name).”

17.14.4 The Council has delegated this authority to the Chairman of the Council to sign-off on “In Council” qualification conferment approved in August 2006.

17.15 Graduation and Non EIT Awards

17.15.1 A number of programmes at EIT lead toward qualifications which are not awarded by EIT. These currently include NZQF Certificates and Diplomas which are awarded by NZQA, a number of School of Tourism and Hospitality qualifications awarded by City and Guilds, the IATA/UFTAA travel qualifications.

17.15.2 This section sets out the approach to the way in which these qualifications are awarded, and the links to relevant graduation and awards ceremonies.

17.16 EIT Awards

17.16.1 It is essential that only qualifications which have been formally approved are awarded.

17.17 Recognition of Achievement17.17.1 Even if there is no EIT award to be given, there is often a wish to formally acknowledge the

success of students, by some presentation being made at an appropriate ceremony. This could be one of the following:

17.18 Academic Record17.18.1 This shows the results of courses studied, and is often required in association with the

formal certificate for employment purposes. If the academic record is to be used it is worth adding to it a statement that defines the criteria for the final qualification, which was not achieved.

17.19 Statement of Attendance17.19.1 This simply confirms that the student has a satisfactory attendance record. The misleading

phrase “successfully completed” must not be used.17.20 External Certificate

17.20.1 If the formal certificate from the awarding body is available in time, it may be given out at the appropriate EIT ceremony.

17.21 Qualification Terminology17.21.1 EIT has clear definitions of the meanings of the terms “Certificate” and “Diploma”, and

these are consistent with the definitions used for national qualifications on the NZQF. However, some other external organisations do not follow these rules, in particular those based overseas. So it is quite possible that a diploma awarded after an EIT programme, by IATA/UFTAA or City and Guilds for example, may not meet the EIT criteria for a diploma. This raises the question of which EIT ceremony is appropriate for the recognition of these awards.

17.21.2 This can be considered on a case by case basis, but as a starting point, the EIT Diploma and Degree graduation ceremony should be limited to qualifications which meet the EIT criteria for these qualifications, regardless of the name given to the qualification by the awarding body.

17.22 Other Provider Awards

17.22.1 Some other providers, especially those which have extensive extramural delivery activity, will grant permission for their graduands to formally graduate at a ceremony run by another provider. The Chief Executive of EIT may give approval for such students to graduate at EIT under the following exceptional circumstances:

1) The qualification is at a level appropriate to the EIT ceremony.

2) The awarding institution is a quality assured institution of good standing.

3) The awarding institution has authorised the graduation at EIT, in writing, and duly signed by the appropriate office holder.

4) The graduand completed a significant part of their study toward the qualification at EIT, or has some other exceptional link to EIT.

18 DelegationsApproved at Council, May 2013, Minute 7.1. It was resolved that:

“Council approval of changes to the Academic Statute be delegated to the Chairperson of the Academic Board through to the end of February 2015 and that Council be informed through the Academic Board minutes of all changes.”

18.1 General Provisions on Academic Delegations18.1.1 Pursuant to Section 222 of the Education Act 1989, the Council hereby delegates: To the Chief Executive (including his/her delegations) To the Academic Board (including its delegations) To the Committees (including its delegations)

those functions specified in the Academic Statute on the terms specified.

18.1.2 All delegations by Council and by the Chief Executive in this Statute do not affect or prevent the performance of any function so delegated or the exercise of any power by Council or by the Chief Executive as the case may be.

18.1.3 All delegations in the Statute are revocable at will in the manner required at law and until revoked continue in force according to their tenor.

18.2 Delegations by Council

18.2.1 To the Chief Executive (including his/her delegations): To set a fee for exit awards; With the Chair of Council to award Diplomas and confer Graduate Certificates, Graduate

Diplomas, Undergraduate Degrees, Bachelors (Honours), Postgraduate Certificates, Postgraduate Diplomas, Masters Degrees, and Honorary Degrees;

To withdraw or refuse to grant an award in certain circumstances; With Deans to refuse to admit students to EIT or to cancel the enrolment of students; Specify enrolment requirements; To cancel a programme.

18.2.2 To the Academic Board:

To advise Council with respect to the approval of new courses, programmes, qualifications, major changes to a programme and review and disestablishment of existing programmes;

To approve programme regulations which provide for students to receive exit awards; To review membership of all committees pursuant to Section 3.8 of Academic Statute.

18.2.3 To Committees:

To the Academic Approvals Committee for the approval of new programmes, curricula and qualifications and major changes to existing programmes, curricula and qualifications;

To the Programme Cluster Committee for approving confirmation of assessment and examination results, confirmation of eligibility to graduate;

To the Strategic Research, Research Ethics & Approvals and Animal Ethics Committees to foster quality research and ensure research is conducted within ethical guidelines

To the Appeals Committee on academic matters To the Chair, Programme Cluster Committee, to award Certificates.

18.3 Delegations to the Chief Executive:

18.3.1 Chair of Academic Board to Director, Academic & Student Services;

18.3.2 To specified staff to take disciplinary actions in terms of matters specified in the Academic Statute or the Quality Management System.

Schedule 1

Academic Dress Regulations

Post Graduate Regalia If the graduand already has a degree and they are being awarded a postgraduate certificate or diploma, then they are entitled to wear a trencher. However, if they do not have an undergraduate degree, then they wear the gown and gold satin stole with black EIT braid.

Masters regalia are composed of a masters gown, trencher, and full blue satin hood.

Undergraduate RegaliaFor degree regalia, the appropriate dress is the black gown, relevant degree hood, and trencher. From 2012 the hood colours are:

Bachelor of Business Studies Paua

Bachelor of Computing Systems Oceania

Bachelor of Viticulture Syrah

Bachelor of Wine Science Champagne

Bachelor of Applied Social Sciences Mandarin

Bachelor of Teaching (Early Childhood Education)

Bachelor of Teaching (Primary)

Kowhai

Bachelor of Visual Arts and Design Fuchsia

Bachelor of Māori Visual Arts and Design Ultra Marine Blue

Bachelor of Arts (Māori) Pohutukawa

Bachelor of Nursing Amethyst

Bachelor of Recreation and Sport Ice

Concurrent Bachelor of Business Studies and Bachelor of Computing Systems Paua/Oceania

Concurrent Bachelor of Viticulture and Bachelor of Wine Science Syrah/Champagne

Concurrent Bachelor of Business Studies and Bachelor of Recreation and Sport Paua/Ice

For diploma regalia, the appropriate dress is the black gown and blue satin stole with EIT braid.

Key DatesReview Frequency 36Last Review 6/08/2014Next Review 6/08/2017